OFFICE MANAGER

Position:  25-40 hours per month, non-exempt

Reports to:  Executive Director

Location:  120 West Tupper, Buffalo, NY.

Compensation:  Commensurate with experience ($20.00/hour to $25.00/hour)

Position Overview:  The Office Manager is responsible for a variety of tasks related to the day-to-day operations of the Foundation including supporting the grant application process, finances and bookkeeping, technology, Board of Directors communications and other tasks as needed.

The James H. Cummings Foundation is a private foundation providing funds to organizations in Buffalo, NY, Hendersonville, North Carolina and Toronto to support medical research, science and education, services to vulnerable youth and services to older adults/vulnerable adults. There are four grant cycles per year.

Grants Management

  • Maintain and update the grants management system (Foundant)
  • Communicate with grantees for acceptance and approval of Letters of Intent, Grant Applications, Requests for Payment and Final Reports
  • Update Letter of Intent and Grant Applications as necessary
  • Maintain files (paper and electronic) of all grants and organization receiving funding

Financial

  • Maintains Quicken Accounting schedules and coordinates payment of all monthly invoices for operating expenses including payroll and quarterly taxes
  • Coordinates monthly requests for payment from grantees
  • Maintains monthly Statement of Grants
  • Reconciles monthly bank statement and updates monthly investment spreadsheet
  • Prepares necessary materials for annual financial audit and taxes

Board Support

  • Assists with scheduling and preparation of materials for quarterly Board meetings including setting up technology as required
  • Maintains minutes of meetings
  • Completes all correspondence both pre and post Board meetings

General Duties

  • Coordinates all office correspondence
  • Orders office supplies
  • Maintains website including updating information as necessary
  • Coordinates travel for Executive Director and Board as needed

Other duties as assigned.

EDUCATION AND EXPERIENCE:
Bachelor’s degree or equivalent combination of experience and education needed to perform job functions.  A successful candidate will be highly motivated, able to take initiative, work independently and solve problems.  Experience in the nonprofit sector is preferred.

REQUIRED SKILLS AND QUALIFICATIONS:

  • Demonstrated proficiency organizing and managing multiple tasks and priorities simultaneously.
  • Able to anticipate what needs to be done, demonstrates strong sense of purpose and takes initiative. Honors deadlines.
  • Ability to work independently with minimum supervision.
  • Proficiency in Microsoft Word and Teams, Outlook, Quicken Accounting Software and Zoom. Ability and willingness to learn new software as required.
  • Aptitude for data entry, website maintenance and general administrative tasks.
  • Excellent relationship building and communication skills, both written and verbal.
  • Embraces equity, diversity, and inclusion.
  • Flexible and collaborative.
  • Has access to reliable transportation either private or public. Ability to lift 25 pounds.

Please send resumes and cover letters (no phone calls please) to mjhunt@jameshcummings.com by May 15, 2021.

James H. Cummings Foundation is an Equal Opportunity Employer