Office Manager, United Way Youth Venture
Since 1963, Mount Wachusett Community College has built a tradition of providing innovative undergraduate education, workforce development, personal enrichment, and community service to North Central Massachusetts and beyond. Located in Gardner, MA, with satellite campuses in Fitchburg, Leominster and Devens, MWCC now serves approximately 12,000 credit and noncredit students each year and offers over 70 associate degree and credit certificate options. An award-winning, national leader in the area of renewable energy, MWCC is also nationally recognized for its veterans' services, civic engagement and K-12 partnerships.
We hope you will consider applying for one of our open positions, and discover all that Mount Wachusett Community College and the North Central Massachusetts region have to offer.
General Statement of Duties
The Office Manager will be responsible for the daily coordination of the administrative support systems for United Way Youth Venture (UWYV), a program that engages youth in the creation and development of their own socially benefiting and entrepreneurial clubs and organizations. The program is housed under the Stephen M. Brewer Center for Civic Learning and Community Engagement at Mount Wachusett Community College. UWYV is a partnership among Mount Wachusett Community College, the United Way of North Central Massachusetts, and Ashoka's Youth Venture, Inc.
General Program Support:
- Work with Marketing & Communication team to coordinate the design, development, and/or editing of promotional materials and print reports for the program such as the annual report; district profiles and administrator reports; school handouts; brochures; postcards; flyers and other materials as needed.
- Coordinate staff and volunteer trainings, informational events, and meetings.
- Coordinate focus groups/steering committees.
- Propose, document, and implement the practices and policies of the UWYV program.
- Train new staff members on administrative procedures.
- Meet regularly with internal colleagues to maintain strong and courteous relationships.
- Maintain organized Google Drive to provide access to new stakeholders and upload/edit documents and folders.
- Maintain organized internal shared drive (Titan) and ensure that all program files are backed up regularly.
- Coordinate use of program database across staff members.
- Provide training to members of staff as needed.
- Collect school rosters and program data from UWYV staff members and partner school contacts.
- Upload program activity and participant records on a regular schedule.
- Create usage reports for Director, and spot-check data quality with members of staff.
- Design and distribute reports in support of program evaluation and tracking.
- Maintain accurate contact list and data helpful to UWYV Development and marketing functions.
- Manage logistics for, and assist in implementation of UWYV events including Fall Kick-Off, Administrators Breakfast, and Spring Showcase.
- Coordinate and report project tracking for the UWYV team, ensuring that the team is alerted to milestones and deadlines.
- Secure necessary space and coordinate internal and external resources (catering, plant services, media services, etc.).
- Set up and monitor registration, including workshop assignments for participants.
- Coordinate event print materials (marketing, program, map, etc.)
- Assist in preparing and tracking event budget.
- Identify and purchase materials as requested.
Program & Grant Reporting:
- Support Director, Assistant Director, and Program Manager with the ongoing development and maintenance of program evaluation, tracking program fidelity (quality) measures, engagement records, and student success outcomes.
- Develop and maintain relationships with program partner administrative staff, ensuring collaborative process in collecting program report data and transfer/tracking of seed funding and individual school revolving pool funds.
- Visit program sites and district offices as needed to cultivate relationships with key data staff.
- Provide material and logistical support for annual grant site visits.
- Prepare and submit reports for the College and other entities, including funders, as required.
Budget Management Assistance:
- Under direction of supervisor, track income and expenses against annual budget plan.
- Maintain accurate files and documentation for all transactions, contracts, Memoranda of Understanding (MOUs), award letters, and other important program documents.
- Follow College Business Office administrative procedures to ensure grant and audit compliance.
- Represent United Way Youth Venture at collaborating partner sites as needed.
- Conduct research on various program initiatives and opportunities as needed.
- Perform other duties as assigned.
Associates Degree with three years of related experience or an equivalent combination of education, training and experience required. Excellent oral and written communication. Demonstrated knowledge of grant funded programs preferred. Familiarity with higher education or K-12 educational environment and systems preferred. Proficiency with a variety of software applications including Microsoft Office, WordPress, and Salesforce. Strong attention to detail and ability to maintain accurate records. Strength in editing, grammar, and punctuation. Ability to work independently and prioritize multiple tasks. Experience working with students, faculty members, schools and nonprofit organizations desirable.
Employee Status: Full Time
Hours per Week: 37.5
Number of Weeks: 52
Mount Wachusett Community College is an affirmative action/equal opportunity employer and does not discriminate on the basis of race, color, national origin, ethnicity, gender, disability, religion, age, veteran status, genetic information, gender identity or sexual orientation in its programs and activities as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and college policies. The College prohibits sexual harassment, including sexual violence. Inquiries or complaints concerning discrimination, harassment, retaliation or sexual violence shall be referred to the College's Affirmative Action and/or Title IX Coordinator, the Massachusetts Commission against Discrimination, the Equal Employment Opportunities Commission or the United States Department of Education's Office for Civil Rights.
The following documents are required:
2. Cover Letter
Candidates may be subject to employment screening to include both a Criminal Offender Record Information (CORI) request and a Sexual Offender Registry Information (SORI).