ORGANIZATION BACKGROUND

Founded in 1992, After-School All-Stars is a national non-profit organization which provides free, daily afterschool programs to more than 150,000 children in need at 728 school and community sites in 18 chapters across the U.S. Our goals for our All-Stars are the same we have for our own children: to be healthy and active, to graduate high school and go on to college, to find a job that they love and to give back to their communities. We achieve this by identifying and fueling our students' individual passions, tying their interests to tailored academic support, enrichment and health and fitness programming.

A UNIQUE OPPORTUNITY

After-School All-Stars is currently seeking an Office Manager. The ideal candidate will ensure the smooth day-to-day operations of the LA Office, have previous billing or reconciliation experience and possess the flexibility to adapt to new challenges and opportunities.

This position reports to the Senior Executive Assistant with support from the Director of Human Resources. This position will collaborate closely with the different departments represented in the LA Office. This position is fully in-person in our LA Office Headquarters, Monday-Friday. Occasionally there might be evening hours related to a yearly fundraising event.)

SPECIFIC RESPONSIBILITIES

OFFICE MANAGEMENT 

• Create a welcoming and tidy environment for all staff and guests. 
• Answer all incoming phone calls and emails for the National Office in a timely manner. 
• Coordinate the use of the office conference rooms and phone rooms, in addition to ensuring space is properly set up for meetings. 
• Assist with guests' accommodation in the LA Office, such as parking validation, providing general instructions for arrival, greeting all guests, etc. 
• Direct and distribute all incoming mail, packages, and shipping items, as needed. 
• Organize “Lunch and Learn” activities and monthly staff luncheons, other activities as assigned. 
• Budget, inventory, and management of office supply purchasing, office supply room and storage rooms. 
• Serve as our go-to person to find cost-savings for our national headquarters, including outreach to local partners and suppliers. 
• Serve as the building’s main liaison for all logistical issues, communicating messages to all staff and keeping up to date for all building compliance. 
• Establish an office cleaning schedule, ensuring this is a shared process for staff. 
• Maintain compliance with building safety training requirements and serve as the leader for Emergency Preparedness. 
• Open to other duties as assigned. 

MONTHLY CREDIT CARD RECONCILIATION 

• Collaborate closely with all cardholders across the network and our Finance team members to complete monthly reconciliations by preparing templates, sending statements, verifying coding, securing approvals and providing to finance for timely monthly upload and payments. Monthly reconciliation is approximately 2 full workdays per week. 
• Assist with annual audit support upon request. 
• Attend any relevant training for this function. 
• Evaluate compare and current card system to maximize efficiency. 

IT COLLABORATION

• Serve as main daily IT on-site technical support with our IT vendor, Xobee.
• Work closely and meet regularly with the Head of Systems and IT department to inventory and prepare technology setups for new staff, as needed.
• Collaborate with systems and IT staff to audit equipment regularly to ensure it is working and replace items, as needed.
• Perform basic IT troubleshooting, including password resets, program installation, new user set up and software issues. Support hardware issues in the LA office.
• Support the Systems & IT staff with new computer purchasing and set up, as needed.
• Coordinate retrieval of all technology in collaboration with HR from all exiting staff.

NATIONAL DEPARTMENT SUPPORT

• Support bi-annual board meetings as a shared responsibility; preparing materials, printing, and coordinating activities, as designated.
• Organize network-wide convenings and mailings with President and the Executive Team.
• Assist the Finance and Development department with the processing of checks and deposits, and other projects as needed.
• Create, post, and distribute work schedules for office staff to ensure transparency.
• Work closely with HR to convey any updates and relevant staffing changes.
• Onboard and tour of new staff to the office space and norms; along with HR, set up new employees with any items the person may need for the respective position.
• Work with HR to create and enforce office policies considered best practices for an equitable and inclusive work environment.
• Assign parking permits to new staff members and parking termination of exiting staff.
• Administrative duties as assigned.

SPECIAL PROJECTS

• Use creative lens to initiate projects in the office and for National departments.
• Serve as a core team member for all event logistics for fall fundraiser and bi-annual strategy week. These events may require weekend or evening hours in days leading up to, during and immediately following the events.
• Support with special event logistics, as assigned.
• Setup all birthdays and special recognitions for team members.

WHO SHOULD APPLY?

The Office Manager will embody ASAS’s core values: entrepreneurial, collaborative, transparent, accountable, and proactive. Candidates for this role will interview for several rounds to ensure culture fit. This is a fast-paced environment and meant for candidates looking for longevity and continuity. ASAS is looking for a motivated self-starter, in addition to the following:

• Proactive thinker with excellent attention to detail.
• 2-3 years of experience with a non-profit or mission-based organization preferred.
• Ability to be discrete with sensitive information.
• Billing or reconciliation and administrative experience preferred.
• Ability to work in office, 5 days a week, with reliable transportation available, required.
• Positive attitude, go-getter, sense of humor, and maturity to set the overall tone for the office. Talent for handling multiple tasks at a time required.
• Strong organizational skills.
• Dependable, conscientious, and capable of managing multiple deadlines.
• A total team player, with a flexible and creative mindset.
• Knowledge of Microsoft Office required.
• Tech savvy, problem solver and a fast learner.
• Sit and stand for extended periods of the day with the ability to safely lift and carry up to 25 lbs.
• Minimum High School degree or GED equivalent required, college graduate preferred.

SALARY AND BENEFITS

The salary range for this position is $67,500-$70,000 and will be determined based on the qualifications and experience of the ideal candidate. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including but not limited to:

• Medical, with two tier options
• Dental, with two tier options
• Vision
• Employee Assistance Program
• Short-term and long-term disability options
• Life insurance
• Optional employee accident, long-term care and critical illness plan coverage
• 403 (b) plan, with employer match
• Substantial paid time off in the first 3 years with a progressive increase in years 4-5, and then again once you have been employed for over 5 years.
• Up to 25 paid holidays a year
• Discounted Tickets at Work and Life Balance membership program

ASAS is an equal opportunity employer and candidates of diverse backgrounds are encouraged to apply.

Employment decisions at ASAS are based on merit, qualifications, and abilities, and are made without regard to race, color, national origin, age, sex or sexual orientation or gender identity, disability, or any other characteristic protected by federal law.

HOW TO APPLY FOR THE OFFICE MANAGER ROLE

Please submit a resume and cover letter in PDF format via e-mail to Mary Sanchez-Alarcon, Director of Human Resources, National at: mary.sanchez@afterschoolallstars.org or complete the online application and submit both the resume and cover letter via the application link.

If emailing, please indicate “Office Manager – LA Office” and your last name in the subject of your email. 

LEARN MORE ABOUT AFTER SCHOOL ALL-STARS

To learn more about ASAS, please visit our website: www.afterschoolallstars.org.