Talk:Office Coordinator

Free Geek is a unique work environment. For this reason it is essential that each applicant take a tour of our facility (active volunteers are exempt). Tours are offered Tuesday - Saturday at both 12:00PM and 5PM. Please let the Front Desk staff know for which position you are applying.

Can you wield mystical powers of organization? Do you possess a certain prowess that causes important documents and administrative work to bow down to your every command? Are you amused by a diversity of people and their needs, even though their actions seem only to make the huge pile of paperwork in front of you grow larger?

A huge part of this job is coordinating the ever-growing and fluctuating pool of Front Desk volunteers.

A part of every Collective level position at Free Geek involves frequent and proactive communication about one's job. This is particularly true for this position, as its scope has not yet been entirely defined and we will expect you to help with this definition.

We're thinking of this position as primary back end administrator and primary Front Desk liason, but will work very closely with Inreach committee for latter.

Managing one of the public faces of the organization.

Responsibilities:

Captain of the Front Desk

Be responsible for managing the Front Desk.  Goal is to be a coordinator of many of these tasks, rather than doing them yourself (especially daily Front Desk work)

• Recruit/supervise/coordinate volunteer Front Desk Interns
• Train incoming NPA's (non-profit apprentices)
• Coordinate message regarding changes in normal operations, e.g. voice mail outgoing message, appropriate signage, email correspondence to volunteers, etc.
• Work at the Front Desk, including

• Greet visitors, prioritizing lobby visitors appropriately
• Answer a multi-line phone, check & relay messages to appropriate places
• Accept & process monetary donations
• Perform data entry
• Process till at the end of the day
• Schedule volunteer shifts accurately
• Make reminder calls to volunteers for upcoming classes
• Print volunteer handouts daily
• Maintain a steady stream of available coffee for volunteers

Back End Administrator

Make sure everything that needs to be submitted is done efficiently, including insurance, taxes, payroll, etc.  Make sure we don't lose important stuff.

• Create, document, and maintain timeline for paperwork deadlines
• Organize, maintain, and document a centralized filing system and efficient system for document flow
• Receive and distribute mail

Master of the Miscellaneous

• Participate in collective management structure and abide by Collective Level Expectations
• Attend and actively participate in staff meetings and pertinent committees, including Inreach and Front Desk
• Miscellaneous responsibilities as needed, may include working shifts coordinating Adoption and Build Program volunteers and/or bookkeeping and staff scheduling support

Required skills:

• Experience in volunteer coordination/management
• Friendly, outgoing personality
• Patient and courteous with the public
• Likes working with people
• Detail oriented
• Good organizational skills
• Good written and verbal communication skills
• Able to extract info from current staff and put into rational, transparent system that everyone can understand
• Empowered and self-motivated organizer
• Multi-tasker
• Legible handwriting
• Extremely comfortable using computers, possesses the ability/willingness to learn how to use Free Geek communications tools, including wiki, RT, database, etc.
• Able to work in an informal, friendly environment with a diverse staff
• Work well under stress in an unusual setting, maintaining a positive attitude even in the face of adversity
• Ability to work and communicate well in a collectively-run organization
• Ability to work in a consensus decision making process related to staff and policy issues
• Not afraid to ask questions, but able to work on projects almost entirely without supervision
• Able to remain flexible as Free Geek grows and changes

Desired skills:

• Payroll and bookkeeping experience
• Previous experience in a collectively-run organization
• Fluent in other language(s)

Criteria

• friendly but detailed about paperwork/organizing
• knows how to appropriately engage volunteers
• good boundary setter
• can handle helping to define the scope of this job, flexible
• timely (does shit quickly and transparently)