Office Manager

General Description:

Catholic Urban Programs is seeking a dynamic and energetic Office Manager to lead the heartbeat of our daily operations. This highly visible and impactful role requires a self-starter who is organized, dependable, and excels at building strong relationships across teams and with external partners. The Office Manager will oversee several key operational areas—Human Resources and Volunteer Administration, Financial Administration, Development and Event Support, IT coordination, and Office & Facilities Management, assuring our internal systems run smoothly so that our mission can thrive externally.

The ideal candidate thrives in a fast-paced, mission-driven environment, takes the initiative without hesitation, and brings both professionalism and warmth to every interaction. This is a robust management position that supports the overall success of our programs, staff, and organizational culture.

Responsibilities:

Human Resources and Volunteer Administration

• Processing new hire and volunteer paperwork.
• Creates and maintains secure employee files; absolute confidentiality and integrity required.
• Manages payroll and benefits administration for CUP employees.
• Tracks and maintains vacation calendar and hours for all employees.

Financial Responsibilities:

• Assist with maintaining accurate financial records, including data entry into accounting software, account reconciliation, and monthly financial reporting.
• Assist with the development of grant budgets.
• Track and compile financial data needed for grant reporting; coordinate with program staff to ensure timely submission of financial documentation to funders.
• Prepare and process vendor invoices, ensure timely payments, maintain organized records of contracts and vendor communications.
• Monitor and code staff and program expenses; help ensure expenses align with budget allocations and funding restrictions.
• Work closely with Financial Consultants on monthly reconciliations, vendor payments and annual audit.

Development & Event Support:

• Provide administrative and logistical support for signature events including the CUP Golf Tournament, Luncheon with Santa and Christmas gift donations, and Battle of the Bands.
• Accurately record and acknowledge all donations and gifts in the donor management system; ensure timely thank-you letters and donor correspondence.
• Assist with donor mailings, event invitations, registration tracking, and follow-up communications.
• Order, organize, and prepare materials needed for fundraising and community engagement events.
• Help coordinate volunteer support for events, including scheduling and communications.
• Maintain accurate records of donors, sponsors, and event participants in the donor database.

Office and Facility:

• Works closely with program staff on emergency protocols, safety, drills, and all office protocols.
• Responsible for office equipment and supplies, office set ups, and any office moves, and interactions with tenants.
• Opens mail and supports accounting operations to ensure separation of duties.
• Develops, enhances, documents, and communicates new and existing office/administrative policies and procedures.

IT Administration:

• Maintains CUP’s SharePoint site, including design, security, and content management.
• Works closely with IT consultant to timely resolve issues.
• Supports the 8×8 multi-line phone system, troubleshoots, and trains staff and volunteers on phone operations and protocols.
• Purchase all hard and software for organization or work with IT consultants as needed.

Qualifications, Skills & Knowledge:

• Bachelor’s Degree, or equivalent combination of education and experience in business administration or nonprofit administration, accounting, or other related fields.
• 5+ years’ experience in office administration.
• 2+ years’ accounting experience
• Advanced knowledge and use of DonorPerfect, QuickBooks, Office 365, including SharePoint, Teams, Word, PowerPoint, and Excel required.
• Flexible, adaptable, and able to handle multiple projects.
• Ability to communicate effectively with diverse groups of people.
• Ability to work independently and collaboratively with ingenuity and initiative; self-motivated to take the lead on responsibilities and meet deadlines.
• Ability to work with and preserve confidential information.
• Solid research, planning, organizational, time management, and project management skills.

Physical Demands and Work Environment:

• Majority of work is completed in an office setting while sitting
• Occasionally lift, push, pull, carry up to 25 pounds
• May be requested to travel to various site locations within East St. Louis, Belleville and Cahokia Heights

Office Hours

• Regular Office Hours 9:00am-5:00pm Monday – Friday
• Occasional Weekends and Evening for Special Events
• Occasional Hybrid work options

Benefits:

We offer a variety of benefits to our full-time employees, such as health, dental, vision, flexible spending accounts, retirement, voluntary life insurance, 403-b retirement plan, 18 Paid holidays, 10 days of vacation and paid sick leave.

Application Information:

Please submit a cover letter and resume to Toni Muhammad at CUPHR@catholicurbanprograms.org.  Subject line: Office Manager Position