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Position Description- Office Administrator
The Salem Health and Wellness Foundation is seeking an Office Administrator to manage its day to day operations. The Foundation is located in Carneys Point, Salem County, NJ.
The Salem Health and Wellness Office Administrator is responsible for the smooth processes and systems that are essential to the Foundation’s success. The Office Administrator has excellent organizational skills and a personable disposition to keep the Foundation thriving. Because of her//his tenure and experience, they must have a natural flexibility in handling day-to-day routines as well as surprises. The Office Administrator will provide strong, reliable support for operations by creating and maintaining procedures and communicating them to the Foundation’s team and Board. This person will also be central to the Foundation’s goals of organizational efficiency and effectiveness by nurturing a positive, inclusive work environment.
Purposes of this role
• Maintain sound fiscal policies and attends to all matters related to the Foundation’s bills and recurring operational expenditures
• Provide relevant fiscal and investment information to the Foundation’s Board at each monthly meeting
• Serve as the point of contact for visitors to the office and ensure a friendly, personal experience
• Ensure peak operations for the organization and implement preventive measures for potential issues
• Implement policies and procedures, maintain operational standards of excellence, and improve operational flow
• Coordinate internal and external resources, and cultivate relationships with vendors and others who supplement the work of the other team members
• Respond to requests and questions about office operations
Responsibilities
• Assume day to day responsibility for the Foundation’s fiscal matters, accounts payable and tracking of financial information for the Executive Director and the Board
• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment
• Oversee ongoing office activities as main point of contact on the phone or in person and keeps the Executive Director and the Grants Administrator informed regularly via updates and reports
• Provide direct administrative support as needed with the Executive Director and the Grants Administrator, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, serve as the liaison to those responsible for office maintenance and repairs
• Manage all aspects of space/infrastructure planning (e.g., moves, additions, changes to workstations) and provide answers, resources, and solutions when requested
Required skills and qualifications
• Full commitment to the Mission, Vision and Values of the Foundation
• Five or more years of experience in office management and adjacent accounting skills
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Strong customer service skills
• Proficiency with office applications, and aptitude for learning new software and systems
• Ability to maintain confidentiality of company information
Preferred skills and qualifications
• Adaptability, Creativity and Patience
• Bachelor’s degree or equivalent experience
• Experience in developing internal systems
• Proficient computer skills and experience with online platforms
The Office Administrator is a direct report to the Executive Director, working closely with the Grants Administrator and select Board members when necessary. The position is a hybrid role and can be full or part time. Depending on the tasks outlined by the Executive Director, the Office Administrator will spend some portion of each week in the Foundation’s offices.
Please send a resume and/or inquiries to pauldilorenzo@salemwellnessfoundation.org or call the Foundation at 856-299-4460
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