Office Manager/Program Assistant

Washington, DC

Background

Civic Ventures, an innovative and influential national non-profit working to transform the aging of the population into a source of social renewal, seeks an energetic, detail-oriented, computer savvy go-getter to be an administrative hub of a dynamic national research and advocacy organization that is at the center of one of today’s most important social trends.

Civic Ventures runs several award-winning programs as components of its Encore Careers campaign, an initiative to engage millions of boomers in work that combines social impact, personal meaning and continued income in the second half of life – producing a windfall of human talent to solve society's greatest problems.

This position provides day-to-day operational management and program support for the organization’s East Coast operations and requires a highly organized and flexible professional who excels at significant multi-tasking, has a high level of attention to detail, demonstrates mature judgment, and can easily juggle competing demands from multiple senior staff. A sense of humor, an interest in the organization’s mission, and a passion for problem-solving are some of the qualities we will look for in successful candidates.  This is a full-time position in Civic Ventures’ Washington, DC office.

Principal Duties and Responsibilities

Approximately eighty percent of the Program Associate’s time will support The Purpose Prize program, with the remaining percentage involving similar work relating to the Encore Careers campaign.

Office Management/Organizational Support: 60%

• Create and maintain administrative systems that ensure the smooth functioning of day-to-day activities at the DC office, including: answering the main office number, updating and maintaining a central filing system, maintaining frequently-used office supplies and coordinating requests for special items, distributing mail, managing data entry and other database information, and coordinating mailings.
• Coordinate with the San Francisco business office about invoices, purchase orders, contracts, timesheets, and other administrative requirements; communicating weekly with the West Coast Office Manager.
• Develop and maintain standard operating procedures, manuals, and related trainings for 8-person office.
• Maintain financial and administrative records for East Coast operations. (All bookkeeping and accounting services are performed by the San Francisco business office);
• Maintain the professional appearance of public areas of the office and shared equipment such as fax and printers.
• Serve as a point of contact for the public, contractors, and the community through responding to information requests and welcoming visitors to the office.
• Serve as a point of contact with technology contractors to maintain server, desktop, and laptop technology.
• Track mentions in on-line and print publications of Civic Ventures and its programs; produce PDFs for the organization’s media clip files.
• Maintain a current inventory of materials and information packets about Civic Ventures and its programs.
• Provide general administrative support, including assistance with mailings, record-keeping, and copying.

Program Support: 20%

• Work with senior leadership across the organization on special projects as well as regular monthly duties.
• Help to design and coordinate online application and reporting processes for award and grant programs.
• Conduct internet searches to identify and learn more about potential partners for various areas of Civic Ventures’ work.
• Draft materials for speaking engagements and conference presentations.
• Produce correspondence, both email and print, for external audiences.

Meetings and General Organizational Responsibilities: 20%

• Provide logistical and administrative support for organizational staff, management, and Board meetings.
• Meet regularly with a supervisor and other staff in order to prioritize current assignments, organize for future assignments, and anticipate needs for unscheduled assignments.
• Participate in meetings as related to special assignments.
• Other duties as assigned and as necessary to meet program and organizational goals.

Qualifications

The person hired for this position must be able to work well in an environment that values mutual respect, rapid response to changing conditions or new opportunities, flexibility and intelligence, as well as a sense of humor and humility. Skills and background required for success include:

• Solid work experience with increasing responsibilities and a proven success record.
• Highly organized and attentive to detail.
• Comfortable and capable working alone or with a team.
• Demonstrated capacity to see a project through to its completion with minimal supervision.
• Excellent written and verbal communication skills for contact with a variety of audiences via email and phone.
• Proven word processing, spreadsheet, presentation, and database software skills.
• Internet research skills, including the ability to accumulate, analyze and assimilate data.
• Belief in and commitment to Civic Ventures’ mission.

Solid work experience with increasing responsibilities and a proven success record are required.

Salary and Benefits

• Salary in mid- to high-$40s, depending on experience and skills;
• Employer paid health, dental, vision coverage and short- and long-term disability insurance;
• Employer-funded health spending account;
• Paid vacation, sick, and holiday leave;
• Excellent retirement plan: after six months of employment, mandatory 3% employee contribution and a 9% employer contribution; and
• Participation in a national organization and movement that offers flexibility and encourages creativity while providing a national network of skilled colleagues creating social change.

To Apply

Please send a resume (in Word format), with a cover letter describing your interest and qualifications, to: jobs@civicventures.org. Name your attachments with the format: Your Last Name “DCOF” Resume or Cover. (For instance, SmithDCOFResume or SmithDCOFCover).Cover letters will be judged as writing samples, and applications without a cover letter will not be considered.

For more information about Civic Ventures, visit our websites at www.civicventures.org
and www.encore.org.

It is Civic Ventures’ policy to employ, compensate and advance personnel without regard to sex, race, color, religion, age, gender identity, national origin, veteran status, physical disability, sexual orientation or marital status.