Office Manager

Job description

Fulltime Office Manager at Holy Wisdom Monastery

Are you a professional looking for meaningful work with a team of dedicated and fun coworkers? Holy Wisdom Monastery, situated in a beautiful setting including 130 acres of restored prairie and oak savanna, is looking for an individual who is welcoming, organized, has strong administrative, computer, and communication skills, is flexible, and enjoys working collaboratively.

The Office Manager at Holy Wisdom Monastery holds a variety of roles within the organization to help ensure effective day-to-day operations. This position will support the Leadership Team with various administrative tasks including financial, scheduling, communication, and more. In addition, the Office Manager will help with general clerical tasks of the monastery office, communicating with and greeting guests, coordinating volunteers, responding to phone calls and emails, and managing office equipment and supplies.

Principle Duties & Responsibilities:

• Supports Directors of Leadership Team in various regular tasks and assigned duties, including, but not limited to:
• Supports the Director of Donor Services- to aid in mailings, generating and distributing thank you letters, supporting donor services, assisting with event planning, maintaining the database, and other duties as assigned.
• Supports the Guest Services team with internal program support, internal group management, internal reservations, and event registrations.
• Supports the Director of Center for Clergy Renewal with project and grant management, event planning, budget development/oversight, and liaises with the Finance Department to administer grant needs.
• Coordinates with the Finance Department Director to help support payroll, update QuickBooks, track expenses, update personnel files, manage accounts, process invoices, make payments and track receipts.
• Coordinates with the Director of Communications and Prioress with appropriate archival duties, posting liturgy of the hours on website, and supporting other communication activities as needed.
• Supports the Executive Director with scheduling, project management, clerical, organizational needs, and volunteer coordination.
• Aids the Leadership Team with occasional clerical and organizational needs.
• Supports the Board of Directors with coordination of bi-monthly meetings, confidential minute-taking, and supplying board members with materials and information as needed.
• Facilitates communication and workflow between departments and organizational entities.
• Serves as the ‘face’ of the organization and main point-person for communication contact via phones, emails, and in person hospitality. Aids in directing community members to appropriate department or individual that can meet their needs. Follows up as necessary.

Other Responsibilities:

Communication & Information

• Participate in the regular internal and external modes of communication within the organization at Holy Wisdom Monastery.
• Participate in Leadership Team Meetings, Board meetings, Same Page Sessions and other meetings as directed.

Direction and Policy Development

• Adhere to and promote compliance with Benedictine Women of Madison Board policies, monastery policies and procedures, personnel policies, and other policies within the organization.
• Communicate mission, vision and values to all stakeholders; encourage stakeholders to share their talents and resources.
• Participate in the policy governance model of the organization, preparing and submitting monitoring reports in areas of responsibility.

Facilities and Properties

• Oversee the use and upkeep of equipment in offices and meeting spaces
• Maintain CCR, RGH, and Monastery offices and liase with the Director of Operations for additional needs

Financial

• Assist in the preparation of the annual operating and capital budgets for the different departments as needed
• Submit expenditures in accordance with organizational policies
• Collect and forward any monetary contributions to the Benedictine Life Foundation
• Identify new funding partners, build relationships, and secure new donations to sustain the program

Human Resources

• Assist in the recruitment, training, and scheduling of new postings, positions and hirings
• Chairs or participates in other committees as needed
• Supervise volunteers as appropriate

Marketing

• Develops an annual marketing and advertising plan with the Director of Communications and Director leads.
• Direct and indirect recruitment of volunteers

Research and Planning

• Submit an annual budget within directed timelines.
• Research, identify, and apply for grants to offset program costs
• In partnership with the Executive Director, develop, execute and continually update a strategic plan for operations and programming.

Line of Accountability: Reports to the Executive Director.

Decision Making Authority: Makes day to day decisions for areas of responsibility within the context of the approved parameters, annual budget, Benedictine Women of Madison Board policies, monastery policies and procedures, personnel policies, and standard operating procedures.

Performance Standards: Performance is evaluated at least annually based on the attainment of the position description and goals and objectives of the department.

Qualifications

• Associate's degree or a minimum of 3 years in office administration is preferred

Experience

• Financial and grant experience
• Microsoft 365, especially Outlook, Word, Excel
• High organization and time management skills required
• Multiple tasks, deadlines and duties simultaneously
• Able to take direction and feedback while also being independently motivated and able to take on tasks and duties without immediate direction
• Strong communication skills

Physical Requirements

• Physically able to perform the duties of the position which may include bending and lifting of equipment of the position.
• Able to make effective oral presentations.

Special Requirements

• Has or grows basic knowledge and appreciation of the monastic liturgical tradition, and of ecumenical Christian values.
• Honors non-verbal ways of learning including the power of silence, meditation, contemplative movement, and kinship with nature.
• Experience or develops experience with contemplative spiritual practices such as Lectio Divina, contemplative dialogue, centering prayer, and the kinship of everything.

Benefits

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance

How to Apply

Interested, qualified candidates should send a resume and cover letter to the attention of Carolyn McGinley by email (cmcginley@holywisdommonastery.org), mail, Indeed or Linkedin.

Job Type: Fulltime

Pay: $22.00 per hour

Schedule:

• Day shift
• Monday to Friday
• Occasional weekend or evening event

Expected hours: 40 per week

Work location: In-person at Holy Wisdom Monastery, 4200 County Road M, Middleton, WI

Holy Wisdom Monastery, located at 4200 County Road M in Middleton, WI and overlooking Lake Mendota, is a Benedictine monastery and non-denominational Christian spirituality center with an overnight retreat and meeting facility. The organization, known for its environmental stewardship, became the first net zero energy retreat center in Wisconsin in 2024. It is situated on 130 acres of rolling prairie and woods, includes a small glacial lake, nature trails and buildings used by groups and a variety of communities for meeting space, programs, worship, overnight accommodations and meals. More information is available at https://holywisdommonastery.org.

Holy Wisdom Monastery is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity, status as a veteran and basis of disability or any other federal, state or local protected class. We encourage BIPOC and LGBTQIA persons to apply.

Job Type: Full-time

People with a criminal record are encouraged to apply