Office Manager

The California Ocean Science Trust is a 501(c) (3) nonprofit public benefit corporation established pursuant to the California Ocean Resources Stewardship Act of 2000 to encourage coordinated, multi-agency, multi-institution approaches to translating ocean science to management and policy applications.

Our mission is to ensure the best available science is applied to California policies and ocean management to maintain a healthy, resilient, and productive ocean and coast for the benefit of current and future generations.  We currently employ four staff, and share our offices with three staff working for NOAA's Coastal Services Center.  We anticipate hiring two-four additional staff within the next 12-18 months.

The Office Manager will be responsible for day-to-day office administration, logistics, and organization, and will provide executive support to the Executive Director of CalOST and to the Director of the Marine Protected Areas Monitoring Enterprise.

Essential Responsibilities:

• Support Executive Director and MPA Monitoring Enterprise Director
• Provide general administrative support for Ocean Science Trust staff and fill reception needs for the office suite
• Assist in setting up and supporting meetings, including room and call scheduling, food ordering and clean-up, and other logistics and organizational needs
• Make travel and accommodation arrangements for Ocean Science Trust staff and visitors
• Prepare and process expense reimbursement reports
• Nonprofit bookkeeping including accounts payable/receivable, transaction data entry and production of financial reports
• Maintain and enhance office organization, including clear and thorough filing systems, for all organizational records, and ordering office supplies
• Maintain and update mailing lists, assist with mailings, process all incoming and outgoing mail and other correspondence such as faxes and email
• Coordinate with building management and vendors as needed, including with information technology support personnel and webmaster for website updates
• Additional responsibilities and tasks as necessary

Qualifications:

The ideal candidate will be experienced in handling a wide range of administrative and executive support tasks and able to work independently with little supervision. The candidate must be well organized, flexible, and enjoy the administrative challenges of supporting a small office. The candidate must have excellent written and verbal communication skills, and attention to detail. The position is based in Oakland, CA and reports to the Executive Director.

• Minimum 3 years experience in an office administrator/office manager role; nonprofit experience a plus.
• College degree or equivalent experience preferred
• Excellent administrative skills including planning, coordination, scheduling, and managing details efficiently and effectively
• Strong proficiency with Microsoft Office 2003 and Adobe Acrobat
• Strong proficiency with QuickBooks Pro 2007
• Excellent oral and written communication skills
• Self-starter with strong organizational skills and ability to multi-task and prioritize
• Excellent interpersonal skills and ease in working in a small office environment
• Ability to work independently with minimum supervision
• Eligible for employment in the U.S. and current California Driver's License

Compensation and Benefits: This is a full-time position based in Oakland, CA and includes a competitive benefits package and salary commensurate with experience. 

To Apply

Please email a cover letter, resume and salary requirements by March 21.