NEBHE has an opening for an Office Manager with at least 10 years’ experience, who is highly-motivated, detail-oriented, and also passionate about higher education. You must be incredibly organized with handling multiple responsibilities at the same time without letting a ball drop. Must be comfortable in a small environment. This position reports to the Chief Financial Officer and the President. Also must maintain a high level of confidentiality.
Manage all aspects of the building and its maintenance
Supervise office cleaners
Manage vendor relationships, including communicating building vendors on monthly basis (elevator maintenance, fire/burglar alarm systems, exterminator, etc.)
Schedule service calls when needed
Be available to respond to Stanley Security calls at all hours (building alarms, etc.)
Manage tenant relationships, communications and issue resolution, as well as programming new access fobs and alarm codes for new employees
Answer NEBHE front door
Distribute mail to NEBHE and building tenants
Answer incoming calls on reception phone
Order office supplies
Maintain postage machine, replenish funds and run monthly reports for accounting purposes
Maintain insurance policies for the building, directors and officers, etc.
Help create and maintain a calm and safe environment
Address any personnel issues that arise with staff, maintaining a high level of confidentiality
Manage new employee onboarding process, including background checks, employment forms, health/dental/life insurance enrollment, TIAA CREF enrollment, security codes, etc.
Process bi-weekly payroll
Annually review NEBHE’s health, dental and life insurance policies with our broker and complete contracts
Maintain personnel files
Oversee and support employee performance evaluation processes
Oversee and process employee timesheets, tracking vacation and sick time
Reconcile employee/employer TIAA CREF contributions and process monthly reporting online and issue check
Replenish monthly MBTA passes for employees and issue check
Track Flexible Spending Accounts through Paychex’s and administer NEBHE’s Health Reimbursement Account
Maintain job descriptions and employment files and records
Coordinate recruitment activities, including posting new job openings through various online websites
Coordinate assessment and hiring processes, including managing candidate files, interview processes, employment offers, etc.
Manage accounts payable; enter all invoices into QuickBooks
Enter all staff American Express and other receipts into QuickBooks
Process checks manually or through online banking
Maintain vendor files
Manage accounts receivable; enter invoices and checks into QuickBooks
Follow up on outstanding invoices
Reconcile bank and credit card statements monthly
Manage banking relationships, including depositing checks to Eastern Bank (Franklin Street)
Address requests from Commonwealth regarding unemployment, workers compensation, etc., including quarterly reports
Manage fiscal end-of-year audit preparations; manage storage, records and materials from previous fiscal years
Record retention and management
Participate in all NEBHE Board meetings/conferences and Excellence Awards events
Manage awards, citations and other recognitions
Maintain “calendar of events” through BoardEffect and input new board meeting materials for electronic board books
If interested in this exciting position please email a cover letter and resume to Phyllis Maguire at firstname.lastname@example.org with a subject line of “Office Manager position.”
No phone calls please.
NEBHE is a Mac environment, you must be proficient in Microsoft Office software (Word & Excel), QuickBooks, BoardEffect (electronic board meeting books), RegOnline and also have experience with Paychex online payroll processing, Gmail. Bachelor’s degree preferred.
Additional Salary Information: Salary will be based on experience
The New England Board of Higher Education (NEBHE) promotes greater educational opportunities and services for the residents of New England. In pursuit of this mission, we work across the six New England states to: engage and assist leaders in the assessment, development, and implementation of sound education practices and policies of regional significance; promote policies, programs, and best pra...ctices to assist the states in implementing important regional higher education policies; promote regional cooperation and programs that encourage the efficient use and sharing of educational resources; provide leadership to strengthen the relationship between higher education and the economic well-being of New England.
The NEBHE office is conveniently located in Downtown Crossing and is accessible with all major transit systems. Fun and exciting atmosphere. Generous fringe benefits.