Career Opportunities at YFAC

Job Summary:

The YFAC Office Manager is a detail-oriented, organized, and motivated individual who provides high-level administrative support to the Director of YFAC and manages the general administration of the YFAC office.

Essential Job Functions:

• Competently serve as key liaison between YFAC Director and key internal and external partners, clients, institutions and other stakeholders, providing excellent customer service.
• Capably manage YFAC calendars, including planning meetings, coordinating recurring check-ins, and communicating with multiple parties to schedule events.
• Effectively manage internal communication and prioritization, including managing action items and tasks, and holding key players accountable to priorities.
• Competently provide high level operational and administrative support to YFAC Director.
• Responsively provide support to all staff for client intake, forensic interviews, SANE exams and/or mental health sessions.
• Regularly coordinate on-call staff schedules.
• Adeptly serve as primary data manager for management client database.
• Accurately compile statistics/reports for grant reporting on monthly, quarterly, and yearly basis.
• Capably assist in the management of grant budgets.
• Proficiently serve as the Multi-Disciplinary Team Case Review Coordinator, which includes:
  • Tracking all cases referred to YFAC,
  • Coordinating with YFAC Director and Advocate Supervisor to determine which cases are appropriate for review,
  • Creating and sending invite for bi-weekly case review meetings, and,
  • Coordinating with law enforcement, DCS and County Attorney to ensure all needed information is gathered and ready for presentation at case review
• Consistently adhere to Prevent Child Abuse Arizona (PCA) and YFAC policies and procedures.
• Accurately complete expense reports, reimbursements and travel arrangements for individuals and groups.
• Regularly assist with new hire paperwork.
• Effectively support the stewardship of donors, including maintaining current database of YFAC donors using the Neon platform, and assisting in the planning of fundraising initiatives.
• Consistently maintain general office functions, including office supply inventory and ordering.
• Adeptly oversee office storage and file maintenance, including coordination of secure storage of confidential materials.
• Support agency’s technology needs, acting as a liaison between staff and tech consultant.
• Consistently manage processes to ensure office is neat and organized.
• Coordinate building/facility/grounds repairs and maintenance.
• Consistently maintain staff and client confidentiality.
• Assist with answering phones and additional general office tasks as needed.
• Other duties as assigned.

Minimum Qualifications:

• Must demonstrate a commitment to the mission of PCA and YFAC.
• Must be able to successfully receive a fingerprint clearance card.
• At least four years of executive-level administrative experience is required. A bachelor’s degree and four years of executive-level administrative experience is preferred.
• Proficiency with Microsoft Office products, computer skills, and operation of standard office equipment is required.
• Prior experience managing budgets is required.
• Must be highly organized, attentive to detail, able to multi-task, appropriately prioritize work, and proactively and independently complete projects in a timely manner with limited supervision.
• Excellent written and verbal communication skills are required.
• Experience in social services and working with a wide variety of individuals from various professional sectors and communities is preferred.
• Excellent web and technology skills and comfort troubleshooting tech issues is preferred.
• Experience in grant writing or reporting is preferred.

Physical Requirements and Work Environment:

• Approximately 80% of worktime is spent at a desk in the YFAC office using a computer and telephone; the remainder of the time is spent moving about the office to complete duties.
• The employee must be able to ambulate around the office, company grounds, etc. either on their feet or with an assistive device.
• Offices are temperature-controlled environments.
• The employee must be able to effectively communicate orally and in writing with others in-person, by phone and through electronic devices.
• Duties include lifting items that typically do not weigh more than 10 pounds.

Reports to: Director of Yavapai Family Advocacy Center

Status: Full time, Salaried Exempt

Salary range: $46,000 – $50,000 annually, with benefits

Supervisory Responsibility:  No

Posted 9/27/2022 | Open until filled