About the Role
The Office Operations Manager is responsible for overseeing the day-to-day administrative functions of the office and managing the organization’s IT infrastructure. This role ensures efficient office operations, coordinates administrative staff, and manages IT support, playing a critical role in streamlining office procedures and integrating technology solutions to enhance productivity and support the organizational mission. The ideal candidate will be a detail-oriented, tech-savvy professional with experience in office management and IT services.
Office Management:
- Oversee the daily operations of the office to ensure smooth functioning, including supply chain management, workspace organization, and overall office environment.
- Manage office supply inventory and place orders as necessary, ensuring cost-effectiveness.
- Coordinate and manage office events, meetings, and other administrative functions.
- Maintain vendor relationships and oversee contract renewals for office-related services.
- Collaborate with grant coordinators and other staff to develop and coordinate outreach projects, programs, and outreach or social media campaigns to increase community awareness, engagement, and integration between the broader community.
- Responds to requests for information from the general public; answers routine questions; directs customers to appropriate locations.
- Assist with public outreach including website updates and social media.
- Assist with the design and execution of social media campaigns
- Create weekly and monthly editorial calendars to promote company brands on various social media websites
- Create and distribute content such as blogs, infographics, videos and press releases on social media and traditional news outlets
- Track social media engagement to identify high-performing ideas and campaigns for scalability
- Support NWWIB team at live and online events
- Perform social media outreach research
- Assist on influencer campaign strategy
IT Management:
- Oversee and manage all office technology systems, including hardware, software, telecommunications, and networks.
- Coordinate with external IT support vendors or in-house IT staff to troubleshoot and resolve technical issues promptly
- Train employees on the use of office software, hardware, and IT policies as needed.
- Assist with the integration of new software or digital tools to improve office operations.
Administrative Support:
Prepare reports, presentations, and other documents for management as required.
Coordinate with other team members to ensure the efficient flow of information and to support organizational initiatives.
Complete administrative documents and data entry for a variety of documents, which may include: meeting minutes, newsletters, lists, flyers, reports, press releases, contracts, NWWIB calendars, rosters, and/or other related materials.
Assists in scheduling programs, events, conference rooms, travel itineraries, appointments, meetings, and/or other related events.
Prepares and maintains a variety of files; gathers information, reports, papers, and records; disseminates information to individuals.
Assist with processing routine financial paperwork.
Performs various clerical duties as requested, utilizing standard office equipment, to include: making photocopies; performing data entry; preparing mass mailings; typing; and word processing; and taking meeting minutes.
Project Management:
Lead or assist in office-related projects, including office relocations, renovations, or technology upgrades.
Track progress of ongoing projects, ensuring adherence to timelines and budgets.
Collaborate with internal and external stakeholders to ensure the successful completion of projects.
Assist with project-based management and casework as necessary. Document all customer contact and progress, including time and date, type of contact, outcomes, and plan of action.
§ Performs other duties of a similar nature or level as assigned.
Outreach:
§Lead the creation of the organization’s annual report and coordinate outreach for events such as Workforce Development Month.
Manage the organization’s public image through various channels, including websites, press releases, social media, and newsletters.
Coordinate the creation of outreach materials for grant-specific projects and organizational initiatives.
Location & Commitments
Our administrative office is in Ashland, WI. Travel will be required on an as needed basis.
Candidate Requirements
There are innumerable ways to learn, grow, and excel professionally. We respect this when we review applications and take a broad look at the experience of each applicant. We want to get to know you and the unique strengths you will bring to the work. We are most likely to be interested in your candidacy if you can demonstrate most of the qualifications and experiences listed below:
A combination of training/education in administrative services, outreach, or experience relating to duties indicated above.
Superb project management and organizational skills. and follow-through ability, including management of paper flow and time.
- Strong analytical abilities, including clear judgment and creative thinking.
- Ability to compose detailed correspondence and routine reports in a clear, concise, logical, and effective manner while utilizing proper grammar, spelling, punctuation, sentence structure, and tone.
- Ability to coordinate multiple activities efficiently and effectively and/or the work of others and achieve appropriate results.
- Strong computer skills, including facility with multiple software packages, such as Microsoft Office Suite (Word, PowerPoint, Excel, and Outlook) and Google Workspace (Gmail and Drive).
- Exceptional interpersonal skills; collegial, energetic, flexible, motivated, and able to develop productive relationships with colleagues, grantees, consultants, and others who contribute to program development and management.
- Can work independently and as part of a team and welcomes opportunities to work with others.
- Demonstrated maturity and judgment. Ability to make decisions, justify recommendations, and be responsive and clear when communicating with staff, board members, stakeholders, and the public.
Ability to travel, as needed (Valid Driver’s License)
Lift and carry equipment necessary to complete work, approximately 10 pounds
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions
*Benefits Include:
§ Paid time off such as sick and vacation days as well as holidays
§ Public Service Student Loan Forgiveness qualifying activity
§ Health Insurance
§ Life Insurance
§ 401k retirement plan with generous employer contribution
§ Long-term disability insurance
§ Workplace perks such as flexible work schedules
Contact us to Apply
To apply for this position, please submit a cover letter and resume to Mari Kay-Nabozny ([email protected]).
Northwest Wisconsin Workforce Investment Board is an equal opportunity employer and service provider. If you have a disability and need assistance with this information, please call us through Wisconsin Relay Service (7-1-1) or at 800-947-3529. To request information in an alternate format, including language assistance or translation of the information, please contact us at (715)-685-1425.
Job Type: Full-time
Pay: $47,000.00 - $52,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Have you reviewed the job location for this position in the job description? We are headquartered in Ashland, Wisconsin and while this position can be flexible, employees for this will be onsite in Ashland.
Work Location: In person
