Office Administrator

Office Administrator

Position Summary: The Office Administrator reports to the Executive Director of PULSE and directly supports the organization’s consistent high-quality execution of its mission, aims, and operational plans.

The Office Administrator will oversee the operations of the PULSE office; under the oversight of the Executive Director will provide office administration, maintain financial records and procedures; and support development efforts 40 hrs/week.

Job Responsibilities

Below is an overview of responsibilities and duties for this position:


  1. Maintain office services by organizing office operations and procedures, designing filing systems, reviewing and approving supply requisitions and monitoring clerical functions.
  2. Maintain office efficiency by planning and implementing office systems, layouts, supply/inventory management and equipment procurement.
  3. Implement office policies by ensuring adherence to standards and procedures, measuring results against standards and making necessary adjustments.
  4. Answering questions and requests via phone, email, etc. from outside vendors and constituents.
  5. Provide additional human resource, benefit administration and back-end support with administrative details.
  6. Conduct PULSE Fellow background checks, enrollment, time logs, exit paperwork, etc. and other recruiting related administrative tasks.
  7. Manage PULSE properties (office and houses), including cleaning, maintenance, repairs, landlord relationships, etc.
  8. Contributes to team effort by accomplishing related tasks as needed.


  1. Keep accurate financial records; overseeing the payment of bills, preparing invoices, collecting payment, posting account transactions into Quickbooks and preparing reports.
  2. Maintains financial records by analyzing balance sheets and general ledger accounts.
  3. Reconcile bank accounts by gathering and balancing information.
  4. Protect assets by monitoring and enforcing internal controls.
  5. Monitor and confirm financial condition by providing information to external auditors.
  6. Ensure payroll, benefits, insurance and other key legal and professional functions are up to date and operating at high capacity.
  7. Provide status of financial condition by collecting, interpreting and reporting financial data.
  8. Maintain accounting controls by following policies and procedures, complying with federal, state and local financial legal requirements.


  1. Process donations and prepare acknowledgement letters and other correspondence.
  2. Continually update and correct database records.
  3. Create development reports and other database reports as needed.
  4. Coordinate mailing of newsletters, appeals, events and other mailing pieces.

Position Requirements

  • Bachelor’s degree
  • 1-3 years of experience in accounting, bookkeeping, human resources, business management and/or related field.
  • Strong communication and organizational skills
  • Very detail oriented
  • Proficiency with Google Apps (Gmail, Calendar, Drive, Forms), WordPress, Box, CiviCRM a plus
  • Ability to work independently and multitask
  • Knowledge of nonprofit management and operations

Required Qualifications

  • Passion and commitment to the mission and values of PULSE
  • Ability to promote the PULSE program effectively
  • Desire to learn

TO APPLY – Interested individuals should send cover letter, resume, and salary requirements to by July 14th, 2016 at 5:00pm.  PULSE is an equal opportunity employer.