Office Administrator
Organization History and Culture:
Mission: The YWCA is dedicated to eliminating racism, empowering women, and promoting peace, justice, freedom and dignity for all. Vision: The vision of the YWCA Alaska (YWCA AK) is to march bravely into an equitable, diverse, inclusive Alaska. Uplift our community and champion positive change through leadership in thought, behavior, and action. History: The YWCA AK has been operating since 1990, with deep roots in Anchorage, AK, leading the efforts to eliminate racism and empower women. As the world continues to evolve and basic human rights of marginalized peoples continue to be contested, the YWCA AK stands ready to counter hateful rhetoric, educate our community on the issues and what they can do to help, as well as continue to empower and uplift our marginalized community members and youth.
Position Specifics:
Purpose: the Office Manager and Administrative Assistant takes primary responsibility for managing the day-to-day functions of the office providing clerical, administrative and operational support to the YWCA team. The successful candidate will be extremely organized, a proactive learner, and an excellent communicator.
The Office Manager and Administrative Assistant will begin as a part-time position 20-25 hours/week, with the intention of growing to full-time within the next year.
Accountability: the Office Manager and Administrative Assistant will report to the CEO, and will support the daily needs of the entire team.
Roles and Responsibilities:
Administration
- Oversee visitors to the office and ensure a friendly, personal experience
- Coordinate internal and external resources, and cultivate relationships with vendors
- Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
- Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; and updating contact database and employee lists
- Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
- Lead and streamline onboarding process for all new employees
- Manage timesheets and reimbursements for employees
- Enter donations into donor database and process in QuickBooks Online
- Work with Accounting Vendor to ensure accurate accounting reporting and a clean database for QuickBooks
- Follow standard accounting procedures for safety and assurance of all revenue and payables
- Two or more years of experience in office management, or appropriate college education as a substitute.
- Experience with bookkeeping required, professional finance experience preferred
- Experience in developing internal systems for efficiency
- Advanced computer skills and experience with online platforms preferred
- Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
- Excellent communication skills, particularly important with a mobile and hybrid workforce
- Proficiency with office applications, and aptitude for learning new software and systems
- Ability to maintain confidentiality of company and employee information
Salary and benefits
- Pay will be based at $23/hour and 20-25 hours/week
- Access to the YWCA Retirement Fund with generous employer match after 2 years of service
- Most major holidays, including Juneteenth, paid off
- Hybrid work schedule: will discussed with the expectation employees spend at least 10 hours in the office per week.
To apply: please forward cover letter and resume to director@ywcaak.org with the subject line “Office Admin Application.” All candidates will be contacted to confirm receipt, however, not all candidates may be selected to interview. Applications accepted until the position is filled.
Non-Discrimination Statement
The YWCA is an equal opportunity employer to all, without discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, age, disability, marital status, citizenship, national origin, genetic information, or any other characteristic protected by law.
