Position:

Office Manager Reports to:

Operations Director Supervises:

Support Staff FLSA Status:

Exempt Location:

FEA Office, 3917 Blenheim Blvd #1, Fairfax, VA 22030, with the possibility of hybrid work consistent with organizational needs

Schedule:

Full-time, Monday through Friday; occasional weekend work

Travel Requirements:

Occasional travel by automobile, with mileage reimbursement provided at IRS rate Overview The Fairfax Education Association (FEA) is seeking a highly organized and detail-oriented Office Manager to oversee daily office operations, coordinate administrative functions, and support key organizational initiatives. This role requires excellent organizational skills, sound judgment, communication, attention to detail, and discretion. The Office Manager works closely with FEA leadership, UniServ Directors, support staff, members, vendors, and external partners to ensure efficient and effective organizational operations. Key Responsibilities General Administrative Duties

• Collaborate with the FEA President, Operations Director, and Virginia Education Association management to support union leadership and staff needs.
• Develop and maintain administrative procedures and office systems to promote efficient and consistent operations.
• Manage and perform routine office tasks, including answering phones, greeting office visitors, and maintaining digital files[BB1] .
• Arrange for meetings, including room set-up, technology, food, materials, notice to participants, and other logistics.
• Maintain FEA's master calendar and schedule facilities use.
• Coordinate support for FEA activities from the Virginia Education Association, National Education Association, and NEA Member Benefits.
• Coordinate both physical and electronic communications, ensuring accuracy and timeliness.
• Coordinate with technology providers to address system maintenance, access, security, and operational issues.
• Coordinate vendor relationships, service agreements, invoices, and renewals as assigned.
• Serve as the primary contact for committees as assigned, assisting UniServ Directors as needed.
• Order and manage office supplies and equipment.
• Represent FEA on the condominium association board of directors and coordinate with Sequoia Management on building-related matters[BB2] .
• Develop and maintain administrative procedures and office systems to promote efficient and consistent operations
• Coordinate vendor relationships, service agreements, invoices and renewals as assigned.
• Perform other duties as assigned. Personnel Management
• Assign duties to support staff and coordinate their work, adjusting assignments as necessary to ensure efficiency and effectiveness to meet union goals.
• Manage support staff effectively, fostering a positive, productive work environment, providing day-to-day supervision, coaching, and support.
• Maintain support staff annual and sick leave records and all other personnel-related administrativedocumentation.
• Consistently administer applicable personnel policies, employment agreements, organizational procedures, and governing documents.
• Coordinate the administrative aspects of recruitment, onboarding, employee evaluations, and offboarding processes consistent with FEA policies and practices.
• Oversee staff access to the membership database, Outlook, and server.
• Maintain confidential personnel files in accordance with established policies and applicable requirements.
• Assist FEA leadership with the periodic review of personnel policies, procedures, and employment agreements. Facilities Management
• Oversee building maintenance and repairs for both the FEA office and tenants' offices.
• Serve as the primary contact for building security matters and facility access.
• Coordinate facilities-related vendors, maintenance services, and other operational needs. Finance and Accounting Support
• Compile and submit approved payroll information to payroll vendor for each payroll period.
• Coordinate payroll-related information for new hires, departing employees, leave balances, and other employment changes in accordance with established approval procedures.
• Review payroll information for completeness and promptly identify discrepancies for appropriate resolution.
• Serve as a backup for check processing and other routine financial administrative functions as assigned.
• Prepare and submit required PAC reports and related documentation in coordination with the appropriate FEA officer or designee and in accordance with established procedures and applicable requirements. Membership Support
• Attend membership recruiting events as needed.
• Provide backup support to the Membership Coordinator during peak membership periods (August-October).
• Assist with maintaining accurate membership information and resolving administrative membership issues as assigned.
• Provide administrative and operational support for membership recruitment, engagement, meetings, and organizational activities. Qualifications
• High school diploma or equivalent plus relevant education, training, or experience.
• Minimum of three years of progressively responsible experience in office management, business administration, administrative coordination, or a related role.
• Strong leadership and team management skills with
• Excellent written and verbal communication and interpersonal skills.
• Proficiency in Microsoft Office applications, database management, and office technology and the ability to learn payroll, membership, and other organizational systems.
• Proficiency in handling sensitive information regarding employees, members, finances, and organizational operations with confidentiality and discretion.
• Ability to prioritize competing responsibilities, meet deadlines, and work independently while collaborating effectively with others.
• Ability to exercise sound judgment and appropriately escalate matters requiring leadership, human resources, financial, legal, or other specialized review.
• Strong organizational and multitasking abilities, with keen attention to detail. Preferred Experience
• Familiarity with human resources processes, including personnel file management, onboarding, leave tracking, personnel transitions, and policy implementation.
• Supervising or coordinating the work of others.
• Payroll administration, bookkeeping, accounts payable, budgets, or related financial processes.
• Coordinating facilities, vendors, technology services, and office operations.
• Working with a membership association, nonprofit, education, or union organization. Compensation and Benefits
• Competitive salary, commensurate with experience within the range of $60,000-$65,000.
• Comprehensive benefits, including health, dental, and vision insurance.
• Retirement plan options.
• Paid time off (vacation, sick leave, holidays).
• Professional development opportunities.
• Hybrid work opportunities may be available consistent with organizational needs and applicable policies FEA is an equal opportunity employer and does not discriminate based on race, color, religion, sex, pregnancy, childbirth or related medical conditions, sexual orientation, gender identity, national origin, age, disability, genetic information, marital status, veteran status, or any other protected characteristic as defined by federal, state, or local law.

We are committed to fostering an inclusive and diverse workplace

Pay:

$60,000.00 - $65,000.00 per year

Benefits:

401(k) Dental insurance Flexible spending account Health insurance Life insurance Paid time off Parental leave Professional development assistance Retirement plan Vision insurance

Work Location:

In person