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Anonymous
11/11/20 at 4:32PM UTC (Edited)
in
Career

Not sure what to do.

I have worked at my current job for about a year and a half now as an administrative assistant and I've reached a personal boiling point. I work for a nonprofit, and although I am assigned to help a project on the program side of the organization, I report to my office manager, who is also our HR manager. There is also an admin lead, who although does not review or accept my timecard, has become the right hand of my office manager. It's no secret at my job that the team I assist stress me out. Everyone knows. It's mainly the projects manager, but there are other team members that also stress me out. I sometimes receive tasks that go past the deadline I requested, and sometimes the turnaround time on tasks can be unrealistic. We've been doing a lot of virtual events, and although I am now getting the hang of things, it was a pretty stressful learning curve. Despite the stress, I do like my team. They mean well, I think they're just overworked. I had a check in with my office manager and the admin lead about a few weeks ago, and they've asked me to compile a task list of everything I do, who assigns me these tasks, and how long it takes me. I have already submitted a task list over a month ago to them, but that list didn't ask for specifics. I'm always being encouraged to "manage up" at my job, so I had directly discussed with my admin lead that I did not want to submit this list if it was a matter of needing to manage up to my team. (Did I mention we had three people quit within a three month span, and one of them was the director of the project? Yeah... ha) I have a new team, and I'd like the opportunity to work things out with them. The admin lead's response was that this was something I could discuss with my office manager and her. I didn't respond because, well, to be honest I was annoyed. I'd rather just speak to my office manager; the admin lead's insistence in this makes me uncomfortable, because it feels to me like I have another boss. I'm sorry, but I answer to so many people already (team is currently at 12 people), and I am not comfortable with having another boss. Because I didn't reply, at our admin weekly meeting our CFO asked us to complete the task list for allocation purposes and used the example of "if it looks like you're spending more time on a project than before, we would want to allocate that time to you". From my point of view, she or my office manager asked the CFO to make this request. I'm at 90% allocation to my project right now, so my first thought was that they were trying to review my tasks to give to another admin. Although I've been told I'm not the only person they've requested for this task list, I know they're not asking all the admins. I completed the task list on Friday, and was told yesterday I needed to be more specific about how long I spend on things a week. We had our weekly meeting yesterday as well, where we were told allocations have been completed and sent to the project directors. Learning that has made me confirm my anxiety about this not being able allocations. I don't know for sure what this is about anymore, but it feels shady. I want to quit so bad. I go back and forth between putting in two weeks to a month notice, but I am equally scared of this job market. I've never left a job without securing a job first; this would be the first time doing so. I've been applying, but there's no telling how long this could take. I don't know what to do; the stress is effecting my sleep, and I'm crying pretty often now. Update: I am My question is: any advice? Update: I am overwhelmed by the amount of responses I received, thank you so much. I appreciate the insight and advice, quite a few of you helped me shift perspective. This job is stressful during a stressful time. I have been applying to more jobs, and I will continue to do so.

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Martha McAfee
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60
Renaissance Woman
11/12/20 at 9:22PM UTC
Hi, I certainly understand your frustration, it seems that there are actually two issues here. The first is the "two bosses." The second is the task list. It sounds like communication is an issue at the non-profit. I have worked for and with non-profits of all shapes and sizes and this is a common problem . Frequently, this is primarily due to understaffing, which sounds like may be the case here. Let me address the task list first. The fact that the CFO is asking for the task allocation list tells me this is not about who is doing what, but identifying how much time each person is spending on each project. The reason he would be asking for this is to ensure that payroll is being charged appropriately to different gift and/or grant funds or other revenue streams. When a non-profit receives a gift and the donor specifies that it is to support a specific project, then that money can only be spent on that project. For most non-profits, the single largest expense is payroll which makes it essential to identify how much time can be charged to that fund. The issue of two bosses is more difficult because you are dealing with a relationship triangle - you, the office manager, and the admin. Since the office manager is your boss of record, I would ask her directly for a one-on-one conversation. Tell her that you are getting conflicting messages and feel like you have multiple bosses. Ask her to clarify the lines of reporting, particularly on those occasions where two people are both asking for something, which should be your "top priority." This is part of "managing up." If 90% of your time is dedicated to the project, then those tasks should take priority. It terms of managing up, it is largely asking more questions. When someone asks you to do something, ask them: When do you need this by? Is this something that must be done before a project can proceed? (In other words, Does progress stop until this is done?) Another key aspect of managing up is letting those who are asking you to complete tasks know when, realistically, you can do it. Another way of thinking about managing up is that it allows you more autonomy in your job. Most non-profits have an "all hands on deck" aspect to them, and it is up to each person to manage their time to accomplish their job. This means if someone says "I need this by end of day" and it is 3:30 in the afternoon, you will have to determine if that is something you can actually do. Is it last minute because it is something urgent that just came up? Or is it last minute because the person put it off until the last minute and is now dumping it on you? This means you need to actually ask them questions such as: I have several other items that I am working on at the moment. Can you tell me why this is so urgent? If you are looking for a job where you go to work, do what you are told, and then go home, a non-profit will not be a good fit for you. If, on the other hand, you are looking to grow both professionally and personally, then it can be an excellent environment. I would highly recommend finding a mentor - someone you trust, who can help you expand your view of what is going on in the organization. This does not need to be someone who actually works for the non-profit, but given the unique aspects of non-profits should be someone who is familiar with them. I hope this helps.
Maryann Augusta
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1.89k
Consultant
11/12/20 at 4:26AM UTC
Non-profits are not the easiest places to work for especially if you’re reporting to multiple people. But first let me say as a previous ED of a nonprofit, asking for a list of your duties and time spent on them seems like info they need for their yearly budget planning and reporting for any grant funding they receive. Next, I’d recommend you take “you” out of the equation. They are not doing anything to you. You’re doing it to yourself. If you can’t work handling multiple projects with multiple people, maybe you need to find a position that fits your working style better. Not everyone is made to work on a team & juggle multiple projects. There’s nothing wrong in that. It’s just not a good fit. And yes you’ll be stressed. Next ask yourself what exactly you’re having a problem with? Is it the work? The accountability? Multiple supervisors? Or team leaders? Deadlines? You see everything is just our perception. Our perception is based on our previous experiences. That’s how we interpret what’s happening around us. So take time to reflect on your previous experiences to determine where your reactions are coming from. Once you know that, you can respond, rather than react to the situation. When I’m in reacting mode it’s because I’m stressed and feel like I’m being treated unfairly. When I’m clear about my job duties and who I report to and work with I can more easily respond rather than react. Whenever you respond to a situation or people you’re in a much better place. A more proactive place. When you’re coming from a proactive place you’ll feel better about yourself and won’t feel like you’re being taken advantage of. It’s easy to quit and walk away. But before you do this, I’d like to see you work through it for growth. Then if you’ve given it your all and can’t salvage the situation or realize it’s just not a good fit for you, move on knowing you made the right decision for you. Feel better!
Anonymous
11/10/20 at 4:44PM UTC
Did you have a good relationship with any of the three people that left? Did they go to new jobs? Reach out (trying really hard not to bash your current company because they probably weren’t happy if they left.). One of them may know of an opening at their new company.
Retired happy
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558
11/10/20 at 9:53AM UTC
Perhaps a nonprofit environment isn't a right fit for you? What is your other experience? Perhaps the public sector with more structure and defined roles would-be better?
LORI-ANN BURLINGAME
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825
Project Coordinator in Ohio
11/07/20 at 3:51PM UTC
I feel your pain. I have worked on projects for non-profits and they were so disorganized. The in-fighting among team members complicated everything. And, without strong leadership, there is little anyone can do. You have a good spirit and a good heart, but it may be time for you to put yourself first.
Marisol Caballero
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79
You can lead and still be humble
11/07/20 at 3:35AM UTC
Hi, After reading your post, it seems there is more than one issue going on. Ask yourself if that is a culture you fit it and want to continue working in. Also, is there room for change and improvement at your current job? If you find, change is probably not going to happen, I recommend looking for another job because you will find yourself in the same situation over and over again. I’d like to also give you constructive feedback on how you have handled the request. I know you were upset and it’s normal; I’ve been there and done that. Just keep in mind that you are building your brand, whether good or bad, and leave an impression. As upsetting as it may be, sometimes we have to play the role and make sure that the toxicity isn’t rolled over into your work ethic. This may or may not work well for you at this job but it’s important to continue doing your best; not for them but for you. If you decide this role gives you more stress than benefits, keep looking for work while still being employed. Keep in mind that there are issues everywhere you go. It’s really about what you are willing to compromise and tolerate. The key is finding that balance in which you are fulfilled with what you do and being able to navigate and shrug off some of the office politics. Best of luck to you. Marisol
Michele
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13
11/06/20 at 10:34PM UTC
Never leave a job without first securing another one. The country is so unstable right now there’s no telling how long it could take since there is a lot more competition. I would hit the job market hard with a resume that not only lists your experience but your accomplishments as well. That seems to be a big thing right now. Also customize your resume to the job you are applying for and try to hit key words as many employers are using electronic scanning system that look for key words and automatically reject your resume before it is ever seen by a human. When you go on interviews don’t did list your struggles with your current employer when they ask why you are leaving that company . Good luck!
Tiffany Kummer
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72
11/06/20 at 9:32PM UTC
This part of your post really concerns me: "It's no secret at my job that the team I assist stress me out. Everyone knows. It's mainly the projects manager, but there are other team members that also stress me out. I sometimes receive tasks that go past the deadline I requested, and sometimes the turnaround time on tasks can be unrealistic." Your manager can and should know that you are stressed, especially in a culture that values managing up. No one else at work should know this. I think you can stay through finding another role, and that should be top priority for you. You will also need to carefully consider how you frame and what you share about this current experience in your upcoming interview processes.
Beverly Ruyle
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439
11/06/20 at 7:20PM UTC
You are crying, it's time to "fight or flight". That everyone knows your stressed and asking you to articulate your workload means one of 2 things - either they want to really help you or they want to be prepared as they think your departure is imminent. You must decide, take a deep breath and communicate/advocate for yourself.
Heidi Trace
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33
11/06/20 at 3:50PM UTC
I agree with the comments above suggesting you comply with their request for more details on your job duties and the time it takes to complete them. Their response to your report will be very telling and quickly inform your decision as to whether or not it is time to leave. Who knows, they could offer you the help you need and take the stress off! If not, get out as soon as you can.

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