Organizational Overview: Empowered Aging is a regional nonprofit serving seniors and their families in Contra Costa, Alameda, and Solano counties through advocacy, education, and related programs. Empowered Aging is dedicated to ensuring dignity and quality of life for older adults through a variety of community and congregate living-based programs. Current programs include Long-Term Care Ombudsman, Healthcare Career Pathway, Elder Justice, and MSW Internship. Empowered Aging was founded in 1991 and has a long history of advocating and protecting the rights of older and adults with disabilities.
Vision: Creating communities where all can age with dignity, justice and respect.
Mission: Empowered Aging empowers individuals and their families as they navigate the aging continuum, through person centered advocacy, education, and collaborative leadership.
Position Overview: Under the direction of, and in concert with, the Executive Director and the Director of Programs and Services, oversees the coordination and administration of the day-to-day function of Empowered Aging’s offices through administrative support, operations oversight, compliance management, and leadership.
Core Responsibilities:
Leadership

• Participate in regular management team meetings
• Work alongside other agency managers and leadership to promote and maintain a positive work environment and culture
• Supervise Intake staff - full duties will be dependent on whether candidate is internal or external to agency

Administrative

• Oversee maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Manage incoming and outgoing mail
• Respond to public inquiries and provide general support to office visitors
• Participate actively in the planning and execution of company events
• Manage electronic (Google, Microsoft, etc.) and hard copy filing systems
• Monitor and maintain supply inventory for offices across three counties
• Take staff meeting minutes and upload to Google Drive for all staff access

Operations

• Work with the Executive Director, Director of Programs & Services, and Director of Healthcare Career Pathway Program in support of agency operations
• Maintain historical references for the agency by following or outlining procedures for protection, retention, record disposal, retrieval, and staffing records
• Coordinate with IT dept for troubleshooting and setup of all office equipment
• Manage relationships with vendors, service providers, and property managers
• Secure sites for monthly all staff meetings in 3 counties
• Maintain compliance of required insurance policies and provide updated copies as needed for grants

Human Resources

• Provide support to staff as the first point of contact related to human resources - onboarding, training, performance management support, grievances, and retention management
• Ensure the agency’s ongoing compliance to include maintaining the Employee Handbook and staying current with state and federal employment laws
• Update and maintain agency job descriptions focusing on ensuring consistency and compliance
• Responsible for onboarding and offboarding staff, interns and volunteers; including, but not limited to, initial phone interviews, reference checks, background screening, orientation, mandated training, benefits, and termination paperwork as needed.
• Manage functional timesheets per contract reporting requirements
• Manage payroll processing

Finance

• Manage contract and price negotiations with office vendors, service providers, and office lease as needed to help reduce expenses & increase efficiencies
• Manage mobile bank deposits
• Maintain budgets for office equipment
• Work with ED & outsourced CPA on monthly contract demands & reimbursement follow up
• Work with Executive Director and outsourced CPA to support accounts receivables and payables
• Manage process of uploading invoices to accounting system (Bill.com)
• Conduct credit card monthly account reconciliation

Experience and Competencies:

• Knowledge of office management responsibilities, systems, and procedures
• Management level experience
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent and transparent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office/Google Workspace
• Knowledge of human resources management practices and procedures
• Ability to work successfully with little supervision
• Ability to work well with a team
• Ability to hold and work with confidential information
• Basic knowledge of finance, contracts, budget process

Compensation: $75,000 - $78,000 annually
Insurance: Health, vision, dental, acupuncture and chiropractic
Reports To: Leadership team:Executive Director, Director of Programs & Services, Director, Healthcare Career Pathway
Schedule: This is a salaried, exempt position requiring significant time and attention. Expected work hours are M-F 8am-5pm or corresponding schedule. Some flexibility may be granted after a 90 day probationary period.
Equal Employment Statement: Empowered Aging is committed to providing equal opportunity for all employees and applicants without regard to race, color, religion, national origin, sex, age, marital status, sexual orientation, disability, political affiliation, personal appearance, family responsibilities, matriculation or any other characteristic protected under federal, state or local law. Each person is evaluated on the basis of personal skill and merit. Empowered Aging’s policy regarding equal employment opportunity applies to all aspects of employment, including recruitment, hiring, job assignments, promotions, working conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination, and social, educational and recreational programs. The Executive Director shall act as the responsible agent in the full implementation of the Equal Employment Opportunity policy.
The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.