Job Summary:

WIH is a an educational institute where a love of learning, open-mindedness, and curiosity are essential. We are a customer facing organization - all staff must be friendly and enjoy working and talking with people. Our work is collaborative and we foster a culture where teamwork, open communication, and mutual respect are prioritized to achieve common goals. With a small staff, it is necessary that everyone contributes to running the organization on a daily basis. Taking initiative and creative problem solving are encouraged. 

The Office Manager is responsible for overseeing the day-to-day operations of the business, ensuring efficiency and productivity. This role involves managing resources, implementing processes, and working as a team to deliver the highest quality lifelong learning experiences for our students.

Responsibilities:

Keep office and building operations running smoothly.

Schedule maintenance work and contractors, procure bids for necessary work, and track maintenance schedule.

Keep an inventory of office and classroom supplies and order as needed.

Categorize expenses in quickbooks.

Generate student sign-in sheets for classes.

Create Excel grid of class schedules. 

Maintain accurate and up-to-date records related to classes, students, donors, and other relevant data.

Light physical labor such as lifting boxes of paper, moving office supplies, and climbing a step ladder.

Shared duties with other staff:

Welcome students and guests. 

Answer phones and emails.

Assist students with registration or accessing zoom.

Be familiar with, and able to discuss, information about professors and classes being offered.

Proofread and check online and print content for accuracy.

Set up class rooms and break rooms and clean between classes.

Open and close gates/lock up building and set alarm. 

Water plants.

Occasional work for special events and Sunday lectures (comp time will be given for extra work hours)

Remain flexible and perform other tasks as communicated. 

Qualifications:

Minimum requirements:

Bachelor’s degree from an accredited college. Office management experience will be considered in lieu of education.

Previous experience with management, registration, or related administrative roles.

Excellent customer service and phone etiquette.

Excellent communication and interpersonal skills, both oral and written. 

Advanced Microsoft Office skills.

Strong attention to detail and excellent time management and organizational skills.

Ability to work effectively both independently and as part of a team.

The ideal candidate will also possess:

Previous experience with nonprofit organizations.

Spanish speaking ability.

Quickbooks, Wordpress, WooCommerce, LearnDash, Zoom, and Klaviyo experience. (Necessary software training will be provided on the job as needed).

WIH Employee Guidelines:

Working Hours: Monday - Thursday, 9:00 a.m. - 4:00 p.m.; Friday, 9:00 – noon. (Approximately 1,287 hours/year). There may be times when these hours shift due to events that fall out of the bounds of normal working hours, but employee hours will be compensated at another time during the week. 

Paid Leave: Martin Luther King Day, Good Friday, Memorial Day, Independence Day (2 days), Labor Day, the week of Thanksgiving, 2 week winter holiday break, 1 week of spring break, 4 weeks summer break (in coordination of other staff), and 5 additional business days to use as needed. In total, approximately 10 weeks paid vacation time.

Benefits: WIH does not offer medical or retirement benefits for its employees. However we offer a number of intangible benefits such as flexible work hours, opportunities for professional development, and the chance to make a positive impact in the community. In addition you will enjoy a relaxed and social work environment. There is also opportunity for some hybrid working hours.