Office Administrator

NAMI Southeast Wisconsin is a regional affiliate of the National Alliance on Mental Illness (NAMI), serving Milwaukee, Waukesha, and Jefferson counties. We are a nonprofit organization that provides no- cost mental health education, advocacy, and support for individuals and families affected by mental illness and mental health concerns.

We are looking for a motivated and creative individual to manage office administration and volunteers. The Office Administrator will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Administrator is responsible for developing intra-office communication protocols, streamlining administrative processes, inventory control, volunteer and clerical office staff oversite and task delegation.

The successful office manager is an energetic professional who doesn’t mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with minimal supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Primary Job Duties:

Administrative

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Point person for maintenance, mailing, office supplies, equipment, and errands
• Partner with Human Resources to maintain organization policies as necessary
• Assist with managing IT infrastructure, diagnose and resolve technical hardware and software issues involving internet connectivity, and operate Help desk for computer/IT issues
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Provide general support for phone calls and visitors
• Assign and monitor clerical responsibilities and tasks among office staff
• Responsible for recruiting staff for the office and providing orientation and training to new employees
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Act as liaison to outsourced accounting firm by organizing, coding, and sending invoicing, accounts receivable and payable, and tracking credit card charges
• Participate actively in the planning and execution of organization events and meeting
• Design and implement filing systems
• Ensure filing systems are maintained and current
• Ensure security, integrity, and confidentiality of data
• Handle customer inquiries and complaint
• Maintain a safe, secure, and pleasant work environment
• Perform receptionist/clerical duties as needed
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports

Volunteer Management

• Manage the organization’s volunteer recruitment, engagement and retention program.
• Work with organization supervisors to identify volunteer assignments that provide meaningful work for volunteers and write volunteer position descriptions in consultation with staff as appropriate.
• Recruit, screen and assign clerical and receptionist volunteers for all program offices
• Organize and supervise corporate/group volunteer opportunities including but not limited to two United Way Days of Caring
• Ensure that volunteers are given appropriate training to be successful in their positions.
• Ensure that volunteer check-in procedures are followed and records of volunteer hours are maintained according to established procedures.
• Oversee the expansion of the internship program, managing and coordinating the program, assigning interns to various departments, and managing site supervisors.
• Act as the liaison between NAMI SEWI and the internship educational institution (the student’s faculty sponsor, the school’s career center director, and/or career counselors).
• Plan an annual volunteer recognition event or activity.

Qualifications:

•  High School diploma or equivalent
• At least one-year successful track record in the nonprofit sector
• Proficient Microsoft Office products and knowledge of simple IT system trouble shooting
• Organized, detail-oriented, energetic, self-motivated, flexible
• Able to balance multiple assignments, take initiative to learn new skills, problem solve, and understand and anticipate needs.
• Work style characterized by self-motivation, initiative and integrity.
• Exhibits a professional, courteous and friendly demeanor.
• Ability to work independently and as a member of a team.
• Experience working with persons experiencing mental health conditions
• Must own or have access to use of a personal vehicle with sufficient liability insurance to meet agency standards and be willing to use vehicle for work related purposes.
• Ability to maintain confidentiality
• Ability to work evenings and weekends as needed for events.
• Background check required.

Essential Functions of Primary Job Duties:

• Able to lift 20 lbs
• Able to communicate effectively both orally and through written
• Able to read, write and comprehend the English language.
• Able to communicate effectively with co-workers and
• Able to maintain good attendance
• Time management skills and the ability to prioritize work.
• Able to type and work at a computer for up to four hours at a time.

In accordance with the Americans with Disabilities Act, the above is intended to summarize the essential functions of and requirements for the performance of this job. It is not meant to be an exhaustive list of miscellaneous duties and responsibilities that may be requested in the performance of this job.

Working Conditions: This position will work out of our Waukesha offices located at 2717 N. Grandview Blvd, #205 but will be expected to travel as needed to the organization’s subsidiary offices in the communities we serve. Occasional travel throughout the community will also be required. Periodic weekend or evening work is expected to support organizational events.

Compensation: Salary range is $17-$22 per hour and will be set commensurate with education and experience. NAMI Southeast Wisconsin offers a comprehensive benefit package, which includes paid time off, health insurance, short- and long-term disability, life insurance, dental, vision, and 401k.

NAMI Southeast Wisconsin is building a culturally diverse staff committed to working in a multicultural environment where differences are valued and respected. We believe everyone should be treated equally regardless of race, sex, gender identification, sexual orientation, national origin, native language, religion, age, disability, marital status, citizenship, genetic information, pregnancy, or any other characteristic protected by law.