What are the responsibilities and job description for the Office Manager position at Jefferson School African American Heritage Center?
General Definition of Work
The Office Manager is responsible for overall front office administration, including the reception area, mail, purchasing requests and facilities. This position is highly visible and in frequent contact with the public where courtesy and professional behavior are mandatory at all times. Data entry requires attention to detail and accuracy. Excellent attendance and punctuality are important responsibilities of the job in order for business operations to run smoothly. This is a full-time non-hybrid position. It includes two weeks paid vacation and 10 paid holidays. It offers full medical benefits for the employee.
Specific Duties and Responsibilities
1. Manage the reception area to ensure effective telephone and mail communications both internally and externally.
• Responsible for greeting the public: This includes ensuring that the front desk is manned at all times; appropriately and professionally greeting public and other visitors; keeping greeting area neat and organized; and other activities as appropriate for this position.
• Manage volunteers who work front desk. Help to recruit volunteers. Schedule and lead volunteer meetings and events.
• Responsible for operation of administrative phone lines: This includes answering and
forwarding calls appropriately and professionally, and taking and distributing messages.
• Responsible for daily mail and other deliveries: This includes ensuring that outgoing mail is deposited in the morning and evening; opening, date stamping, and distributing incoming mail; preparing information for mailing as requested.
• Maintains confidentiality of materials copied, mailed, scanned or faxed.
2. Support Fundraising efforts.
• Work with development director to ensure mailing of all development material to donors and other constituents.
• Work with executive director and development director on special events.
• Responsible for mass mailings to board members: This includes copying, collating, labeling, and mailing. Also maintains board directory.
3. Manage Rental programs.
• Responsible for all rental program duties including: booking auditorium and classroom rentals; showing classrooms to potential users; working with facilities manager and public programs curator to and vendor invoicing through Square invoicing.
4. Perform administrative and data entry functions.
• Responsible for performing data entry functions: Entry of donors into CRM . Working with public programs to ensure that all events have appropriate ticketing response emails from CRM.
• Responsible for ordering office supplies and cleaning supplies: This includes picking supplies up if required.
• Assist employees with paperwork and forms required for various insurances, benefits, and team meetings.
• Responsible for filing documents or reports as required by senior staff.
• Performs other duties and participates in special projects as assigned.
5. Coordinate maintenance related activities.
- Serve as point-of-contact for needed facility repairs. Works with facilities manager to ensure repairs completed.
- Maintain a spreadsheet that records the repair and how it was rectified, who performed the work, the date, and additional comments.
Required Knowledge, Skills, Abilities, Experience and Training
Minimum of high school diploma or equivalent is required. At least two years of previous experience in office management. Working knowledge of mail processes such as postage machine, FedEx and UPS. Position requires excellent math, organizational, office, data entry, and computer skills (Microsoft Excel and Word). Position must demonstrate exceptional communications and public relations skills.
Our Mission
Located in the historic Jefferson School City Center, the Jefferson School African American Heritage Center’s mission is to honor and preserve the rich heritage and legacy of the African American community of Charlottesville/Albemarle, Virginia and to promote a greater appreciation for and understanding of, the contributions of African Americans and peoples of the Diaspora.
Equity Statement:
The Jefferson School African American Heritage Center (JSAAHC) strives to build a culture where diversity of all kinds, including diversity in race, ethnicity, gender, gender identity, sexual orientation, nationality, religion, veteran status, physical and mental abilities, political philosophy, socio-economic status and intellectual focus, is viewed as a strategic imperative. The JSAAHC is committed to developing people and ideas that will solve humanity’s toughest challenges. We are called not just to observe, but to participate in the change we wish to see. In confronting issues of racial justice and equity, we aspire to bring forward the very best thinking of our colleagues, our policy and action practitioners. We are eager to contribute meaningfully to this national dialogue, with courage, ambition, humility, and hope.