OFFICE MANAGER

Job Description

The Office Manager (OM) coordinates Leeway’s office and administrative operations and oversees and/or performs a variety of administrative, clerical, and program support activities. The Office Manager reports to the Executive Director with input from the Program Director related to program and grants administration. 

Key Responsibilities

• Serve as primary operational and administrative contact for internal and external contacts, including:
  • Primary responsibility for phone coverage.
  • Manage general email account (info@leeway.org).
  • Liaise with building management, housekeeping and facilities staff, and on-site repair/vendors.
  • Maintain community and conference room reservations and calendar.

• Coordinate office administrative operations, including:
  • Enter data into Foundation’s database, and export, update, and/or create manual spreadsheets. 
  • Maintain office equipment and supplies.
  • Organize document retention/file maintenance; maintain and update paper and online filing systems.
• Provide administrative support to Executive Director and other directors as needed.
• Maintain office appearance 
• Support planning and coordinate room set-up and preparation for meetings and events as needed, including trainings, meetings, and workshops.

• Grants and Program administrative support, including:
• Applications processing and the production of review panel materials.
• Coordinate logistical details for panel, meetings, events, workshops, etc.
• Generate reports including data on grant statistics.

Required skills and experience

The successful candidate will be self-motivated, detail-oriented, energetic, and highly organized. 

• Strong interpersonal and communications skills, including an ability to communicate well across cultures and to relate effectively to a diverse group of people, e.g. applicants, consultants, vendors.

• Proven time management and problem-solving skills; an ability to thrive working under deadlines and handling multiple tasks without sacrificing attention to detail. 

• Enthusiastic and collaborative approach to work, a sense of humor, a willingness to learn, and be open to new ideas. 

• Demonstrated commitment to personal integrity, striving for excellence, and collaborating with others to achieve new levels of effectiveness and impact. 

• Solid technology skills including proficiency with MS Office Suite, strong word processing and spreadsheet skills, and experience with database software (e.g., FileMaker Pro or MS Access).

• Ability to create and maintain filing and other document retention systems.

• English proficiency required. Proficiency in a second language related to grantmaking constituencies desirable (e.g., Spanish).

Compensation: Comprehensive benefits package. Starting salary is commensurate with experience.

Hours: 40 hours per week (On average; may work more hours around events, application deadlines and panel meetings. Some evenings and weekends.)

Position based in Philadelphia. 

Interested candidates should send:

• A 1-page letter indicating why they are interested and qualified for the position;
• A resume;
• A 1-2 page writing sample (maximum 1500 words) that tells us more about their experience with and/or interest in art and social change; and
• Names of 3 professional references with contact information

Please submit your materials on or before May 20, 2019 at 6PM EST via regular mail or email to:

Leeway Foundation

Attn: Office Manager Search

The Philadelphia Building

1315 Walnut Street, Suite 832

Philadelphia, PA 19107

Email: jobs@leeway.org

No phone calls, please. All letters will be acknowledged.

The Leeway Foundation is committed to the principles of equal opportunity employment at every level without regard to race, color, religion, national origin, sex, marital or familial status, sexual orientation, gender identity characteristics or expression, age, non-job related disability, or political affiliation. 

*Leeway has a commitment to trans inclusion and gender self determination and we use the term “trans” in its most inclusive sense, as an umbrella term encompassing: transsexual, transgender, genderqueer, Two-Spirit people, and more generally, anyone whose gender identity or gender expression is non-conforming and/or different from their gender assigned at birth.