Job openings/Office Manager

JOB TITLE

Office Manager

JOB PURPOSE

The Office Manager is a key member of the Wikimedia Foundation's staff and is responsible for the supervision of the office, records management and general business administration. The Wikimedia Foundation has experienced and will continue to experience growth and organizational change over the next several years. The Office Manager will play a key role in setting up a new office structure, and implementing administrative systems that support the mission and growth of the Wikimedia Foundation. The Office Manager reports to the Chief Financial and Operating Officer.

JOB SUMMARY

Duties include, but are not limited to the following:

• Manage and maintain the physical office space including space planning, maintenance, safety, housekeeping, supplies inventory, equipment. This may also include research and analysis related to procuring additional and/or alternative office space as well as management of any physical office moves.
• Manage most aspects of Human Resources/Personnel functions such as maintaining personnel files, orienting new employees, obtaining and/or completing all personnel-related documents, monitoring staff absences, processing payroll, administering benefits, and monitoring compliance with local, State and Federal labor and employment laws.
• Manage and maintain the Office Manager's annual budget.
• Represent the Wikimedia Foundation as the first point of contact to readers, donors or other members of the global Wikimedia community who contact the office. Direct contacts to appropriate Wikimedia Foundation personnel. Answer the Foundation's main phone line during business hours.
• Pick up mail from the local post office.
• Book travel arrangements for Wikimedia Foundation staff.
• Provide support for the Wikimedia Foundation's annual conference, as well as provide administrative support during the annual fundraising campaign.
• Manage office staff's general administrative needs and provide support in completing and maintaining general office paperwork and documentation.
• Develop administrative systems to increase efficiency, including the maintenance of all key files.
• Implement office administration policies as required.
• Other tasks and duties as assigned

REQUIRED QUALIFICATIONS

• Five years of office management experience, with a strong proficiency in dealing with the public.
• Must be able to adhere to deadlines, complete projects independently and manage costs and budgets.
• Experience in setting up a new office/managing an office move would be an asset.
• The ability to speak multiple languages is a major plus
• Experience living or working outside the United States is a major plus
• You must be comfortable in a highly collaborative, consensus-oriented environment.
• Understanding of free culture / free software /open source is a plus.
• The ideal candidate will be creative, highly motivated, and able to operate effectively in multiple cultural contexts.

ABOUT WMF

The Wikimedia Foundation, Inc. is a nonprofit charitable organization with headquarters in San Francisco, California. It is fully audited and has 501(c)(3) tax exempt status in the United States. The mission of the Wikimedia Foundation is to empower and engage people around the world to collect and develop educational content under a free license or in the public domain, and to disseminate it effectively and globally. The Wikimedia Foundation operates some of the largest collaboratively edited reference projects in the world, including Wikipedia, one of the 10 most-visited websites in the world.

TO APPLY

Please send a CV and cover letter to jobs@wikimedia.org, before September 5, 2008. Applications that do not include a cover letter will not be considered. Please put "Office Manager" in your subject line.

This position is based in our San Francisco headquarters. If you are not currently living in the San Francisco Bay Area, please make that clear in your cover letter.