Job Description

Office Manager & HR Coordinator Location Little Canada, MN :

Position Description

Job Title: Office Manager & HR Coordinator Department: Business Operations

Reporting: Business Operations Director Location: Little Canada, MN - Corporate Office

Position Summary: Use your administrative experience, strong organizational skills, attention to detail, and self-motivation to assist the Global Volunteers team. In this role, you will work closely with multiple departments located at our corporate office in Little Canada, MN, and with satellite offices around the world, to facilitate the efficient operation of office processes and human resource management. As a successful Office Manager, you will be a respectful, attentive, and detail-oriented representative of the organization for the alumni, donors, and potential volunteers who contact us.

Organization Summary: Global Volunteers is a private, non-profit, non-sectarian, international organization in consultative status with the United Nations Economic and Social Council. With a worldwide staff of 75 and a $4 million budget, Global Volunteers is proud to have celebrated 40 years of engaging short-term volunteers on micro-economic and human development programs in close partnership with local communities. Serving at the invitation and under the direction of local leaders, volunteers focus on creating, nurturing, and sustaining the well-being of the world's children and their community, so that they might realize the full promise of their human potential.

Global Volunteers' strategy is a direct approach to waging peace and promoting justice by encouraging and enabling people throughout the world to spend short periods working with and learning from people in communities other than their own. This is a Win-Win-Win strategy. The children, families, and communities benefit from the volunteers' service, enhanced education, and greater opportunity to realize their full potential. Volunteers benefit from knowledge gained, new friendships made, and added meaning to their lives. The world benefits from more people waging peace, promoting justice, and escaping poverty.

In this pursuit, Global Volunteers has engaged more than 39,000 short-term volunteers in service to children and communities in 36 countries on six continents. Oprah Winfrey described Global Volunteers as an organization providing “people with an opportunity to make a difference in the lives of children around the globe.”

For more information, visit our website at globalvolunteers.org.

Working Environment: Global Volunteers staff work in a fast-paced, dynamic environment and need to be creative, flexible, efficient, and effective problem solvers. With staff located around the world, excellent communication skills and a strong interest in and awareness of international events are essential to success. Self-starters with a roll-up-your-sleeves, get-the-job-done attitude are especially effective. We promote a cooperative, family-friendly, mission-driven environment that enables each employee to utilize their skills and capabilities to expand their own horizons and help the organization be successful.

Responsibilities:

The position exists to perform front desk reception duties, coordinate human resources, manage office maintenance, and provide wide-ranging administrative support to all departments.

• Front Desk and Reception
• Answer incoming phone calls.
• Receive and distribute general organizational emails.
• Assign new leads to Volunteer Coordinators.
• Manage incoming and outgoing postal mail.
• Manage postage inventory and most purchasing.

• Human Resources
• Manage job postings, applicant screenings, and reference reviews.
• Schedule employment interviews.
• Conduct new staff on-boarding.
• Manage U.S. employee payroll - set up employees for payroll and benefit deductions and run payroll through outside vendor.
• Review employee benefits annually.
• Administer staff records.
• Set up and conduct monthly All Staff meetings.
• Create staff and volunteer recognition awards.
• Prepare and distribute weekly staff work schedule.
• Prepare and distribute monthly staff phone and email directory.
• Maintain directory of staff anniversaries, birthdays, and awards.
• Coordinate staff events.
• Recruit and supervise office volunteers.
• Ensure state and federal compliance requirements.
• Post state and federal employment compliance posters.
• Ensure all HR forms and processes are current and staff are informed of changes.

• Building Management
• Hire and supervise contracted services:
• Weekly cleaning service
• Alarm company
• Handyman
• Boiler service
• Lawn service
• Interior painting
• Carpet cleaning
• Accomplish all Spring and Fall building preparation activities timely.
• Maintain building security, e.g., exterior lights, door locks, “lights on” after hours, etc.
• Coordinate office décor, including staff photos and Service Program catalog covers in conference room, office walls and woodwork paint are in good order, and all displayed items on walls and doors are affixed to bulletin boards.
• Monitor condition of lights, utilities, and fixtures and order parts, service, etc., as necessary.
• Confirm that all workspaces are clean and organized.
• Ensure multiple closets and supply areas are used for intended purposes and that any extraneous items are properly stored in closets and designated supply areas.

• Administration
• Coordinate state charity financial registrations.
• Produce and mail donors thank-you letters.
• Maintain office health and safety resources - defibrillator, first aid kit, fire extinguishers, etc.
• Order and maintain office supplies inventory.
• Prepare and mail volunteer preparation packets.
• Process service program returned materials.
• Identify areas of inefficiency and recommend improvements.

• Other Duties
• Perform other duties and functions as assigned.

Employment and Benefit Information: This position is a full-time non-exempt employee who works either from Global Volunteers corporate headquarters in Little Canada, MN. Global Volunteers offers a complete compensation package including salary, generous paid time off, health insurance, dental insurance, free parking at the corporate office, ongoing training, and optional pretax employee contribution to their retirement fund. One of Global Volunteers' core values is to promote from within. Further, we are a family-friendly company recognizing that family trumps everything. The salary range for this position is $45,000 to $55,000 per year based on years of related experience.

Working Environment: Global Volunteers staff work in a fast-paced, dynamic environment and must be creative, flexible, efficient, and effective problem solvers. With staff located worldwide, excellent communication skills and a strong interest in and awareness of international events are helpful for success. Self-starters with a roll-up-your-sleeves, get-the-job-done attitude are especially effective. We promote a cooperative, family-friendly, mission-driven environment that enables employees to utilize their skills and capabilities to expand their horizons and help the organization succeed.

Qualifications:

• High school diploma, AA degree preferred.
• Minimum 10 years administrative experience.
• Clear and precise telephone voice.
• Excellent organizational and communication skills.
• Proficiency in Microsoft Windows and Office (Word, Excel, Outlook, etc.).
• Demonstrated ability to multi-task and work independently and collaboratively in a confidential environment.

Reports to: Director of Business Operations

Deadline: Open until filled

HOW TO APPLY :

Please send your cover letter and resume to jphilbrook@globalvolunteers.org.

The subject line should read: Office Manager Position .

Job Type: Full-time

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Parental leave
• Vision insurance

Schedule:

• Monday to Friday

Experience:

• Administrative: 10 years (Required)

Ability to Commute:

• Little Canada, MN 55117 (Required)

Ability to Relocate:

• Little Canada, MN 55117: Relocate before starting work (Required)

Work Location: In person

Job Tags

Full time, Temporary work, Local area, Worldwide, Relocation, Flexible hours, Monday to Friday,

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