Part-Time Office Manager

Can you imagine not being able to read an email? Or not knowing how to sign your name legibly? That is the reality for 32,000,000 people in the United States.

In Massachusetts alone, 17% of adults are considered at risk for difficulties using and comprehending print material.

At First Literacy, we are committed to helping adults in Massachusetts improve their literacy skills so they can succeed in every aspect of their lives.

This means helping adult learners continue their education and championing the incredible teachers that are on the front lines of the fight for adult literacy.

Through our free professional development workshops for teachers, grants for innovative new programs, and scholarships for adults continuing to higher education or vocational training, we support the continuum of Adult Basic Education and help adult learners achieve their full potential.

First Literacy is a small organization whose work impacts approximately 6,000 adult learners each year. With two full-time and four part-time staff members, this part-time Office Manager position is an excellent opportunity for a person attending school part-time, re-entering the workforce, or someone who prefers to work school hours.

This new part-time (.5) position will be an essential part of the First Literacy Team. The Office Manager’s primary responsibility will be to support the work of the Executive Director, but also everyone else on the team : the Program Director, Development Director, the Marketing and Communications Director, and the Scholar Support Coordinator.

The Office Manager will supervise the part-time Administrative Assistant and will report to the Executive Director.

The Office Manager will oversee the organization's daily administrative and operational functions, supporting the Executive Director and staff with a blend of hands-on management and day-to-day administrative tasks in areas including budgeting, daily operations, and administrative assistance.

Key Responsibilities :

Administrative Support :

Ensure all your application information is up to date and in order before applying for this opportunity.

Provide comprehensive administrative support to the Executive Director.

Manage projects such as mailings.

Provide support for First Literacy events.

Manage and supervise the work of the Administrative Assistant.

Operational Oversight :

Manage daily office operations, ensuring a smooth and efficient workflow.

Oversee the maintenance of office facilities and equipment.

Ensure that all operations are in alignment with the strategic goals of the organization and that all organizational operations comply with legal and regulatory requirements.

Prepare regular reports on operations and finance for the Executive Director and board of trustees.

Budget Management :

Prepare financial documents such as budgets, bills, and receipts.

Manage payroll with external payroll provider.

Work with external Accountant to reconcile Quick Books monthly and on the annual audit.

Staff and contractor coordination :

Act as a point of contact for external partners and vendors.

Manage contracts and relationships with suppliers and service providers.

Assist with onboarding of new employees.

Skills and Qualifications :

Proven experience (ideally 3 years) in an administrative / operations role with budget management responsibilities.

Strong organizational and time management skills; able to handle multiple tasks simultaneously without sacrificing attention to detail.

Excellent interpersonal and communication skills.

Proficient in Microsoft Office Suite.

Experience with a CRM (we use Civi, but experience with Sales Force or other CRM is fine).

Ability to work independently and also as part of a team in a fast-paced environment.

This position is hybrid. At least half of the time needs to be in the office at 160 Boylston St, Boston; the other half can be remote, if desired.

Salary : $30-$32K for this .5 position, commensurate with experience.

5% Employer Contribution to retirement after three months’ employment.

Generous PTO.

No health benefits included with position.

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