Feb 14

Job: Office Manager at Japan Society of Northern California

Jobs Comments Off on Job: Office Manager at Japan Society of Northern California

via JETAA NC. Posted by Dipika Soni (Ishikawa-ken, 2003-06). Dipika currently works as an in-house translator for PFU (a Fujitsu company) in Kahoku-shi, Ishikawa-ken. She is also the vocalist for the Japanese hardcore punk band DEGRADE.

*Note: If you apply for this position, please let them know you learned of it from JetWit. Thanks.

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Job Position: Office Manager at Japan Society of Northern California

Job Details:

The Japan Society of Northern California is a public affairs 501(c) 3 non-profit with a mission to strengthen cooperation and understanding between the peoples of the United States and Japan through programs that expand knowledge, increase personal interaction and facilitate discussion of important issues.

The Office Manager will assist the President and the Board of Directors to achieve this mission by providing administrative and logistical support to facilitate smooth office and financial management. The Office Manager reports directly to the President.

For more details, click “Read More”.

Responsibilities:

Office Management:
• Record cash inflows, pay bills and monitor accounts payable/receivable using QuickBooks.
• Process credit card orders and refunds and manage merchant account connections to website and terminal.
• Work with outside accountant and auditor to assure that monthly financial reports and annual audit are accurate and completed in a timely fashion.
• Oversee IRS filings and other compliance.
• Maintain HR & 401k plan records.
• Direct staff and intern hiring, including recruitment, interview process, and scheduling. Manage the Society interns.
• Provide new employees with HR forms and information regarding office systems.
• Administer the Society’s profit-sharing 401k plan.
• Maintain and update operations and procedures manuals.
• Work with all vendors of insurance, office supplies, equipment maintenance and outside contractors to ensure smooth operation of the office.
• Distribute mail, answer telephones, and respond to inquiries about Japan Society programs or other Japan resources in the Bay Area.

Administrative Support:
• Assist President with budget preparation and forecasting, and provide other support to the President as needed.
• Schedule, plan and prepare necessary materials for all Board elections, Board and Board Committee meetings, and the Annual General Meeting. Take minutes as needed.
• Maintain information related to the Board of Directors including contact information,committee assignments, and all Board-related documents.
• Provide program support as needed.
• Provide support to annual Gala as needed.
• Other projects as assigned.

IT:
• Maintain office IT, conduct regular backups and work closely IT contractors and web designer.
• Regularly update the Society’s website.

Membership Coordination:
• Maintain the Society’s database in Exceed! Basic, recording dues, giving, program attendance and contact information for current members, prospective members, and past members.
• Coordinate all corporate, individual, and Leadership Circle membership correspondence, including prospective member solicitations, renewal reminders, acknowledgment letters and membership cards for individual members.
• Generate reports on membership trends as needed.
• Work with President and Board committees to execute the Society’s corporate membership, individual membership, Leadership Circle, and year-end Annual Fund drives.

Qualifications:
We seek an enthusiastic, highly organized, and positive team player, a quick learner who can work efficiently with precision and minimal supervision. Other valued qualities include professional attitude, an eye for detail and pleasant phone and interpersonal demeanor.

• Minimum two years administrative experience, with a bachelor’s degree or higher.
• Superior organizational skills. Must be comfortable with multitasking and juggling competing priorities on tight deadlines.
• Excellent interpersonal skills to deal with a diverse, international staff, Board and membership in the San Francisco Bay Area and Japan.
• Native level English and effective written and spoken communication skills required. Japanese ability a plus.
• Excellent command of MS Suite (Word, Excel, and PowerPoint), and QuickBooks required.
• Experience with Exceed! Basic or other database program highly desired.
• Experience working with and trouble-shooting networks, data backup and IT systems desired.
• Experience working with websites, simple HTML, and Adobe InDesign a plus.
• Must be able to work flexible hours, including occasional evenings and weekends, depending on programs, events, and deadlines.
• Valid driver’s license required.
• Passionate and informed about Japan.

Compensation:
This is a full-time “at will” position with a benefits package including full health and 401K plan. Salary is commensurate with experience and the nonprofit environment.

Application:
To apply, please submit a resume and cover letter with the position for which you are applying and your name in the subject line to: programs(at)usajapan.org. No phone calls please.