Office Manager

Provides administrative support to the Executive Director and operational support to the West Virginia Chapter. Ensures efficient and effective operations by coordinating activities, developing strong relationships with other departments and team leads, and serving as a liaison on administrative matters. Based in the Charleston, West Virginia office.

Responsibilities

• Office Management:
  • Provides general support to visitors and ensures phone coverage for the West Virginia office; handles customer inquiries and complaints.
  • Maintains a safe and secure working environment.
  • Manages work requests, office supply orders, and relationships with vendors, service providers, and landlords.
  • Leads efforts to identify, analyze, revamp, and implement changes in chapter operations policies and procedures to improve effectiveness and efficiencies; trains employees and volunteers.
• Office Support:
  • Assists with data entry for West Virginia program rosters into the database.
  • Responsible for recruitment, supervision, and training of unpaid volunteers working in the office; assists in volunteer training for fundraising events.
  • Handles distribution of the monthly program newsletter and posting of volunteer opportunities on appropriate boards; disseminates interested applications to the appropriate team member.
  • Provides basic onsite IT support to staff as needed.
• Walk and Programs Support:
  • Updates templates with Walk-specific content for collateral materials; manages large group volunteers for top market Walks.
  • Drafts eblasts and text messages.
  • Designs and orders walk signs and supplies.
  • Coordinates truck rentals and other logistics for Walk season.
  • Provides administrative support for chapter programs (Care and Support) and fundraising (Revenue) initiatives, projects, and events, including audits of program data to ensure accuracy and completion.
  • Assists with welcome calls to teams as needed.
• Accounting:
  • Responsible for in-person processing of mail and revenue for West Virginia; serves as a virtual processor for West Virginia mail processing.
  • Ensures all items are invoiced and paid on time.

Requirements

• Associate’s degree (or equivalent experience) in business administration, data management, or related field preferred.
• 3+ years of administrative experience.

Skills

• Strong organizational skills and attention to detail.
• Ability to analyze information, anticipate situations requiring forethought, and follow up with executives and multiple stakeholders; make timely and appropriate decisions.
• Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment; flexibility and adaptability are essential.
• Excellent proofreading skills.
• Ability to communicate effectively with people of diverse backgrounds.
• Excellent telephone and in-person customer service skills.
• Experience with Canva and/or Adobe Creative preferred.
• Experience with CRM systems such as Convio, Luminate, and/or Personify a plus.
• Ability to work evenings and weekends as needed.
• Willingness to assist at events offsite as needed.

Pay

The good faith expectation for the salary range for this role is between $22.50 to $24.50 per hour.

Benefits

Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including:

• Medical, dental, and vision insurance.
• Flexible spending accounts.
• Short- and long-term disability, life insurance, and long-term care insurance.
• Tuition reimbursement.
• Generous Paid Time Off, 12 annual holidays, and Paid Family Leave.
• Annual Cultural & Heritage Day and Volunteer Day of their choosing.
• Gold standard 401(k) retirement plan.

Full-time employees (37.5 hours/week) will also receive an annual School Visitation Day and an Elder Care Facility Day of their choosing.