Office and Operations Manager Job Description

Jobs Title:
Office and Operations Manager Job Description

Post Date
12/17/2018

Expiration Date
3/17/2019

Details:
Classification: Full-time, salaried with benefits. Flexible scheduling may be possible within standard work hours. Occasional evening and weekend meetings.

Founded in 1990, the Central Indiana Land Trust Incorporated (CILTI) is a nonprofit based out Indianapolis. CILTI preserves the best of Central Indiana’s natural areas to benefit plants and animals and allow Hoosiers to experience the wonder of the state’s natural heritage today and into the future.

This position is responsible for the day-to-day operations of the Central Indiana Land Trust and its office. Looking for an energetic professional who doesn’t mind wearing multiple hats. Must be a team player who will pitch in and help do what it takes to get a job done. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently and troubleshoot problems with little supervision. A qualified candidate should be well organized, have a high attention to detail, flexible and enjoy the administrative challenges of supporting a nonprofit office.

Responsibilities:
Support operations by maintaining office systems including:
• Point person for maintenance, mailing, shipping, office supplies, equipment, and errands
• Keep the office organized and looking professional – organize supplies, file paperwork, etc.
• Ensure filing systems are maintained and current including organization of digital files
• Play an administrative role in working with the bookkeeper on bill pay, state and federal forms and other finance related tasks
• Process and file property tax records
• Coordinate with IT consultants on all office equipment and help troubleshoot problems
• Establish office operations and procedures as needs arise
• Process incoming mail

Support membership and development activities:
• Regular use of CILTI’s donor database including: data entry, assisting in making queries and reports and developing procedures and recommendations around the use of CILTI’s donor database
• Support the annual membership campaign by working with staff on donor thank you letters and other appeal mailings
• Respond to incoming calls and direct to appropriate parties
Serve as executive assistant and board liaison:
• Complete a broad variety of administrative support for the Executive Director including: managing an active calendar of appointments; scheduling; completing expense reports and timesheets; arranging travel plans and itineraries
• Assist in preparation of meetings and presentations, including preparing PowerPoint presentations as needed and gathering any necessary promotional materials.
• Schedule meetings and appointments for staff as necessary
• Assist in conference travel plans for staff
• Prepare agendas and materials for meetings and record, transcribe and distribute minutes
• Organize orientation and training of new staff members
• Other duties as assigned


Qualifications:
Education requirements: A minimum of Associate’s degree required. Bachelor’s degree preferred but not required.

Specific knowledge/skills/experience:
 5+ years’ experience in an office environment. Nonprofit office experience a plus.
 Strong knowledge of MS Office, including Word, Excel, PowerPoint and Outlook
 Database experience, eTapestry database experience a plus
 Knowledge of operation of standard office equipment
 Knowledge of clerical and administrative procedures and systems such as filing and record keeping
 Knowledge of accounting, data and administrative management practices and procedures a plus
 Excellent written and verbal communication skills
 Comfortable with IT, PC and AV equipment trouble-shooting
 Ability to lift up to 50 pounds and traverse flights of stairs

Characteristics of a Strong Candidate:
 Strong organizational skills and the ability to manage multiple priorities/activities in an independent and unstructured work setting
 Attention to detail and high level of accuracy
 Ability to successfully manage multiple projects with varying deadlines at once
 Collaborative team player
 Ability to maintain confidential information with discretion
 Excellent interpersonal skills, including ability to work with a diverse group of people
 Passion for the mission of the Central Indiana Land Trust


Working Conditions: Office and occasional meetings and field trips around Central Indiana



Comments:
To apply, please email a cover letter and resume to:
Stacy Cachules
Assistant Director
Central Indiana Land Trust
1500 N. Delaware Street
Indianapolis, IN 46202
scachules@conservingindiana.org

No phone calls please.



Employer:
Central Indiana Land Trust
Contact:
Stacy Cachules

Address:
1500 N. Delaware Street


Work Phone:
No calls please

Email:
scachules@conservingindiana.org

Website:
www.conservingindiana.org








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