Office Manager Position

Innovations in Civic Participation (ICP) is currently seeking a Office Manager to support ICP’s project work and the Executive Director. The ideal candidate will be extremely well organized and independent, with the ability to manage multiple and changing priorities with familiarity in the non-profit sector. The main responsibilities for this position include direct support of ICP’s Executive Director, maintaining ICP’s communications network, management of ICP’s day-to-day office operations, and contributing to ICP’s organizational development.

Specifically this work involves:

Administrative Support

1. Act as initial point of contact for ICP, including telephone support and responding to requests for information sent to ICP’s information email address.
2. Maintain office contacts and calendar using Microsoft Outlook.
3. Schedule appointments and meetings – work with ED to identify needed meetings. Provide support, including preparation of necessary documents, as needed for meetings.
4. Correspondence – draft and send letters and other general correspondence as requested.
5. Travel support – Make necessary reservations and arrangements; submit receipts and any other necessary travel reports when appropriate; and prepare ED for travel – organize travel documents, compile needed informational materials about ICP, and prepare office related materials.
6. Financial support – Work with ED to develop and monitor organizational and project budgets. Work with bookkeeper and ICP’s accounting firm to help ED manage ICP’s financial situation. Liaise with Bookkeeper and Payroll service on changes, updates, and other financial concerns. Prepare monthly financial report and present to ED. Record office expenses and pay bills as necessary.
7. Other office administration – keep track of office equipment needs and place orders as needed. Maintain office files and filing database. Copying and faxing as needed.
8. Lead planning of events hosted or co-sponsored by ICP, to possibly include event and participant logistics.

ICP Communications

1. www.icicp.org (ICP’s Website) – Primary responsibility for maintaining and updating content on ICP’s website. Work with staff to determine priority areas for content improvement; update and maintain organizational website using WordPress.
2. Manage ICP Newsletter – Work with interns and ICP staff to research and write content, liaise with ICP network members to obtain additional content, publish on website, distribute and monitor publication.
3. Communications Equipment – Work with the Executive Director (ED) to define technology needs, obtain new equipment, and care for existing office technology and communications systems.
4. Oversee and supervise communications interns as applicable.

Organizational Development

1. Develop new resources and materials, including articles, conference reports, and other publications. Lead on design and production of internal and external documents.
2. Coordinate and schedule ICP Board of Directors meetings/conference calls. Work with staff to develop materials for board meetings; distribute materials and take notes during meetings.
3. Intern recruitment: Work from pre-existing relationships with local universities and programs and develop new partnerships to promote ICP internships during the fall, spring, and summer. Collect resumes, post listings on ICP’s site and other sites, contact and interview interns. Work with Project Coordinators on intern selection.

Qualifications
The ideal candidate will have the following qualifications and characteristics:

• Bachelor’s degree required
• Demonstrated passion for the mission and goals of ICP
• International experience preferred
• Collaborative team player and accomplished multi-tasker who is willing to go above and beyond job description for the success of ICP.
• Excellent oral and written communication skills.
• Strong planning and organizational skills, with the ability to manage multiple and changing priorities in an entrepreneurial environment.
• Previous office administration experience preferred.
• Previous research experience, preferably in the social sciences field
• Knowledge of MS Office Suite. Strong PowerPoint skills required; Publisher experience preferred. Previous experience with Intuit Quickbooks helpful.

ICP is an equal opportunity employer.

Compensation
Salary range is $32,000 – $35,000. An excellent benefits package includes health insurance coverage, retirement contributions, and a combined three weeks of annual and sick leave.

Application Procedure

• We are interested in filling this position immediately. To be considered for this position, please send the following:
• Cover letter
• Resume
• Three references with contact information
• Writing sample

All materials should be submitted to Susan Stroud, Executive Director. Preferred method of contact is via email, stroud {at} icicp(.)org. Applications can also be faxed to 202-355-9317. For questions, please call 202-775-0290.

About Innovations in Civic Participation
Innovations in Civic Participation (ICP) is a non-profit organization supporting the development of innovative high-quality youth civic engagement policies and programs both in the US and around the world.
ICP is a leader in the global movement to promote sustainable development and social change through youth civic engagement. We embrace a positive view of young people that recognizes their potential to create beneficial and lasting social change in their communities through active participation in service opportunities.
More information about ICP can be found at www.icicp.org