Overview

Position Overview 

College Track is seeking a highly organized and detail-oriented Office Manager to oversee the day-to-day operations of the main office based in Oakland and special projects related to facilities and operations management. This position reports to the Executive Assistant to the President and CEO and works closely with all College Track team members to implement systems and implement structures that foster a welcoming and professional environment.  

Primary Responsibilities Include:

Lead and Manage College Track Oakland Office Operations: 

  • Manage front desk administration and welcome visitors.
  • Manage incoming telephone, mail, and email correspondence by properly routing to the appropriate parties or responding with a high degree of warmth, professionalism, and utility.
  • Oversee the inventory of office supplies, maintenance of office equipment, general supplies, and phone systems.
  • Develop and implement processes, procedures, and tools to ensure a well-functioning, well-maintained, and welcoming work environment at College Track.
  • Support the onboarding of employees by orienting employees to office policies, ordering furniture, office supplies, issuing technology, setting up workstations, setting up office access codes, tracking keys and parking passes, etc.
  • Serve as the central point of contact for technology inventory and work with the IT Manager to address technology needs.
  • Serve as the day-to-day liaison between College Track and the building landlord.
  • Manage relationships with vendors who serve College Track’s main office. Oversee vendor procurement and competitively bid all vendors as required or necessary. Coordinate office-wide services, repairs, and maintenance in partnership with the Director of Operations. Collaborate with the Director of Operations in the identification and set up of new national vendor accounts. 
  • Support finance and accounting operations by gathering, analyzing, and reporting necessary data. This includes contractor paperwork, tracking and processing invoices, monitoring and distributing checks for deposit, reimbursements for staff and vendors, and managing budgets. 
  • Lead the office Culture Committee and its mission to support office culture through managing birthdays, work anniversaries, and special events.
  • Onboard, direct, and manage volunteer staff and student interns.  

Support the Office of the President & CEO:

  • Assist with the logistics of office meetings and special events, including technology, catering, and space set up/takedown, and sitting on the all-team retreat planning committee.
  • Provide backup support for the CEO, COO, Chief of Staff as needed.

Facilities Project Management:

  • Oversee, coordinate, and implement best practices for relocation/facilities projects, including project plan, schedule, and budget in partnership with the Director of Operations.
  • Support small to mid-sized construction projects, facility design and layout, furniture selection, and office branding under the guidance of the Director of Operations and the Director of Marketing. 

Qualifications:

The Office Manager must embrace the College Track vision of transforming low-income communities into places where college readiness and college graduation are the norms. Additionally, candidates must possess the following qualifications:

  • Minimum Bachelor’s degree
  • Ideally, 5-8 years of relevant experience in an office environment with a high-growth and fast-paced organization with a focus on facility and operations management
  • Ability to be in the office 5 days a week
  • Self-starter who proactively problem solves, multi-tasks, and anticipates needs 
  • Strong work ethic and an entrepreneurial spirit to accommodate shifting priorities
  • Driven by operationalizing and streamlining tasks 
  • Excellent customer service skills and a positive attitude
  • Outstanding organizational, time management, and follow-up skills
  • Keen attention to detail
  • Proven ability to successfully collaborate with a diverse group of professionals in a fast-paced environment
  • High level of self-awareness, humility, and emotional intelligence
  • Expertise in project management
  • Adept at supporting change management processes (related to people and technology)
  • Strong verbal/written communication skills.

Additional Requirements

College Track requires that the holder of this position be fully vaccinated, and boosted (if eligible), against COVID-19, as defined by the CDC. College Track will require proof of vaccination and a booster shot from all future employees. New hires who are booster eligible but have not yet received the booster shot will have 60 days from their date of hire to do so.

Compensation & Benefits

College Track offers a competitive, region-specific, salary based on the organization’s compensation philosophy, grounded in market data. We also offer comprehensive health & welfare benefits and top-of-the-market paid time off. A complete look at the benefits College Track offers full time benefits eligible employees can be viewed here.

To Apply

Please upload a PDF resume and thoughtful cover letter with your application. We will only contact candidates chosen for further consideration. No phone inquiries please.

College Track works to remove barriers for first generation college students on their journey to college completion. Our commitment to removing barriers for first generation college students doesn’t stop when college ends. While we hire great people from a wide variety of backgrounds, we especially encourage applicants who identify as first-generation college graduates to apply for open opportunities on staff. 

College Track is an equal opportunity employer fully committed to achieving a diverse workforce. College Track does not discriminate on the basis of race, age, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, or gender identity or expression.

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