THE OPPORTUNITY
The office manager is responsible for the general operation of the NAMI Colorado Springs office. The office manager oversees volunteer recruitment and onboarding and takes an active role in guiding and supporting office volunteers. The office manager also oversees all logistics related to ensuring NAMI has a presence at appropriate community events.
WHAT YOU WILL DO
Volunteer management
• Screen and interview prospective volunteers, providing appropriate follow-up and communication so their volunteer placement is seamless.
• Intake all new volunteers and connect them to appropriate program coordinators.
• Take an active role in onboarding office volunteers and resource fair volunteers.
• Maintain schedule of office volunteers and staff and find substitutes for office coverage when necessary.
• Lead in tracking resource fair requests and ensure that coverage is handled and appropriate materials are ready before outreach events.
• Provide ongoing support to volunteers and communication with volunteers to ensure they are aware of current/upcoming NAMI program offerings.
• Provide ongoing education to volunteers and staff around supportive services and resources available in our community.
• Publish a bi-weekly volunteer bulletin to ensure office volunteers are appraised of all NAMI updates, community trainings and resources.
• Manage resource database and keep up to date.
• Take an active role in updating and supporting volunteers with volunteer database.
Office management
• Personally staff at least five half-day office shifts per week.
• Provide training to new staff members and interns on answering phones, handling walk-ins, and where to find resources.
• Ensure mail is appropriately received and distributed.
• Purchase supplies for the office and for programs as needed and ensure beverages and snacks are consistently stocked for office and offsite programming.
• Keep office and kitchen supplies and equipment organized and well maintained.
• Manage NAMI library, updating consistently with contemporary releases.
• Manage resource shelves and keep information up to date.
• Oversee data collection of office volunteer and phone logs.
• Oversee communication around office closures and support office with creating appropriate signage and ensure phone messaging is appropriate.
• Assist with call forwarding and returning calls during extended office closures.
• Oversee the phone system and support staff when appropriate.
• Assist and support any logistics related to office meetings and off-site events.
• Oversee the Taylor Community Meeting Space calendar and support staff with avoiding scheduling conflicts.
Administrative support
• Maintain accounts on cleaning services, copier, Internet and phones.
• Manage community room calendar, process room request forms and agreements, and coordinate room preparation for meetings and events.
• Assist with insurance renewals and other organizational paperwork as needed.
• Make bank deposits on at least a weekly basis.
• Support team with administrative needs and technology questions.
• Assist with invoicing of community partners.
Additional responsibilities
• Actively engage in and assist with coordination, planning and execution of fundraising events, to include NAMIWalks and NAMI’s fundraising breakfast.
• Other duties as assigned to support the success of the team.
REQUIRED QUALIFICATIONS
• Valid driver’s license.
• Excellent organizational skills and communication skills, both oral and written.
• Familiarity with Microsoft Office software.
• Understanding of the unique and challenging needs of those navigating mental illness.
• Ability to lift 25 pounds.
PREFERRED QUALIFICATIONS
• Prior volunteer management experience.
• Experience in a nonprofit setting serving those with disabilities, including mental illness.
• De-escalation skills.
• English and Spanish fluency.
• Prior nonprofit experience.
ACCOUNTABILITY
Reports to the co-CEOs.