Overview

Come join The Crucible as our Office Manager for the opportunity to use your expertise in administration, bookkeeping, customer service and human resources in service to a fantastic arts education nonprofit located in West Oakland!

The Office Manager is the lead for ordering materials, equipment, and supplies, managing service and maintenance contracts, and overseeing the office’s day-to-day operations. Reporting to the Executive Director, this role supports the Executive Director and the Director of Studio Operations and Facilities to create and manage effective office systems and processes and facilitates hiring and recruitment while administering The Crucible’s HR onboarding program for new hires. This position is crucial for ensuring smooth operations, supporting educational and public programs, and maintaining a well-organized and efficient office environment.

In this role, the Office Manager is responsible for office operations including developing, implementing and maintaining office-wide administrative procedures pertaining to supply inventory, central files, office equipment, and mail/package distribution, human resources including talent recruitment, employee onboarding and training, purchasing and inventory management, and financial support including making entries in QuickBooks and handling petty cash.

This is a great role for someone who is highly organized and adept at wearing multiple hats, enjoys working with people, and also enjoys the precision of managing and entering data accurately.

Knowledge Skills and Abilities

  • Minimum of three (3) years of work experience combined into one or more of the following roles: an office manager, HR generalist, administrative support specialist, full-charge bookkeeper or purchasing coordinator.
  • Intermediate to advanced proficiency with QuickBooks or similar accounting software.
  • Intermediate to advanced proficiency with Google Workspace Suite (e.g., Gmail, Doc, Sheets, Slides, Drive), MS-Office (e.g., Excel), Adobe Acrobat/Sign, and DocuSign. Willing and able to learn new software.
  • Intermediate proficiency with SalesForce or similar CRM software.
  • Demonstrated excellence in verbal and written communication.
  • Exceptional interpersonal skills with a focus on delivering excellent customer service.
  • Ability to work with a high degree of accuracy and attention to detail.
  • Ability to prioritize workload efficiently and manage multiple projects.
  • Ability to work independently and collaboratively, take initiative, and be proactive around problem-solving.
  • Flexibility in communication styles and modes.
  • Familiar with Oakland and engaged in the Oakland community.
  • Approaches work with an equity and inclusion lens.
  • Strong organizational skills; comfort with digital tools and research.
  • Self-motivation and adaptability.
  • Valid California Driver’s License with an insurable driving record.
  • Ability to complete California DOJ LiveScan for youth-serving organizations.

Preferred Qualifications

  • E-Commerce experience.
  • Experience as a receptionist in an office setting.
  • Work experience in a non-profit, educational, and or industrial arts organization.
  • Current First Aid/CPR certification.

Personal Attributes/Values

  • People-orientation- able to interact effectively, politely, and productively with all types of people from all types of backgrounds and experience and in all types of situations.
  • Deeply committed to social justice and education.
  • Professional maturity to manage composure during stressful interactions.
  • Energetic, diplomatic, adaptable and with a good sense of humor.
  • Passionate about The Crucible’s mission, vision, and goals and possess an understanding of how this position contributes to the organization’s success.

Physical Requirements

This position is primarily located in an office and warehouse environment. Able to perform the following duties with or without accommodation:

  • Stand, sit, kneel, walk, bend, and perform repetitive motions for the duration of an eight (8) hour shift.
  • Able to operate standard office equipment including computers, keyboard, phones, POS machines, and printers.
  • Traverse safely throughout the entirety of the facility including climbing stairs.
  • Safely lift, move, and transport items weighing up to 20 lbs.
  • Communicate in a clear speaking voice in person, over the phone and during video conferences.
  • Complete COVID-19 primary vaccination series and most recent vaccination booster available.
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