Office Specialist

Job Description: Office Operations Specialist

Overview: Junior Achievement of the Permian Basin inspires and prepares young people for success through experiential learning programs that promote financial literacy, entrepreneurship, and workforce readiness. Our mission is to empower youth to achieve their full potential.

Position: Part-Time (15-25 hours/week during the school year; reduced hours during summer and school holidays)

Role Summary: The Office Administrator/Marketing Coordinator/Volunteer Coordinator is crucial in supporting the Education Manager and Executive Director by ensuring efficient office operations, maintaining financial accuracy, enhancing marketing outreach, and managing volunteer programs effectively. This multi-faceted role requires a proactive individual who can balance administrative tasks with creative marketing and community engagement efforts.

Key Responsibilities:

Office Administration:

• Data Entry and Financial Management:
• Accurately input and manage revenue data in QuickBooks and Power BI, ensuring precise tracking of financial transactions and reporting.
• Assist in reconciling financial records and preparing reports for the Executive Director.
• Daily Operations:
• Oversee all office logistics, including handling incoming and outgoing mail, preparing daily deposits, and drafting acknowledgment letters for donor recognition.
• Ensure the office is organized and equipped with necessary supplies, maintaining an efficient working environment.
• Product Ordering:
• Identify and procure program materials, office supplies, and promotional items in a timely manner, maintaining inventory levels and budget constraints.
• Office Presence and Volunteer Coordination:
• Maintain a welcoming atmosphere in the office, effectively managing phone calls and foot traffic.
• Coordinate volunteer check-ins and material pickups, providing orientation and support as needed.
• Event Assistance:
• Play a key role in planning and executing special events, such as JA in a Day, fundraising initiatives, and volunteer appreciation gatherings. Responsibilities may include logistics coordination, event setup, and post-event follow-up.
• Assist in creating and managing online giving campaigns using platforms like Qgiv to maximize fundraising efforts.
• Communication:
• Foster positive relationships with stakeholders through consistent communication, including acknowledgment letters, birthday greetings, and timely updates about programs and events.
• Manage major mail projects and ensure that all communication reflects JA’s mission and branding.

Marketing Coordination:

• Website and Social Media Management:
• Regularly update and maintain the JA website, ensuring content is current and engaging to attract visitors and volunteers.
• Develop and execute a robust social media strategy across platforms such as Facebook, Instagram, LinkedIn, and Twitter, highlighting JA’s impact and upcoming events.
• Campaign Implementation and Analytics:
• Implement marketing campaigns from JA USA, ensuring alignment with organizational goals and brand standards.
• Utilize analytics tools to monitor social media engagement and website traffic, adjusting strategies to improve outreach and visibility.

• Content Creation:
• Design marketing materials using Canva, including flyers, brochures, and social media graphics.
• Write and distribute press releases to local media outlets, promoting JA events and achievements to the broader community.

Volunteer Coordination:

• Recruitment and Training:
• Strategically recruit corporate and community volunteers to effectively deliver JA programs, ensuring a diverse and skilled volunteer base.
• Develop and implement training materials and sessions for volunteers to ensure they are well-prepared for their roles.
• Engagement and Relationship Building:
• Cultivate and maintain strong relationships with corporate volunteer coordinators, tracking volunteer retention rates and performance to enhance effectiveness.
• Proactively seek feedback from volunteers to improve their experience and engagement, ensuring that placements align with their skills and interests.
• Ongoing Communication:
• Maintain regular communication with volunteers through newsletters, program reminders, and appreciation initiatives.
• Be the first point of contact for volunteers, addressing any concerns and providing timely support and resources.

Qualifications:

• 1-2 years of experience in office management, marketing, or volunteer coordination.
• Proficient in QuickBooks and Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong understanding of CRM systems for data collection and reporting.
• Excellent social media skills, with experience managing platforms such as Facebook, Instagram, LinkedIn, and Twitter.
• Familiarity with design tools like Canva and email marketing platforms such as Constant Contact is advantageous.
• Exceptional organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously.
• Strong verbal and written communication skills, with a professional demeanor in all interactions.
• Must pass a background check prior to employment.

Compensation: $17-$20 per hour, depending on experience and qualifications.

Application: Interested candidates should submit their resumes and a cover letter to mhenderson@japermianbasin.org.

Physical Requirements: The role requires sitting, walking, and occasionally lifting to 25 pounds. Reasonable accommodation will be made for individuals with disabilities to ensure a comfortable work environment.

Transportation: Candidate must have reliable transportation to and from work.

Job Type: Part-time

Pay: $17.00 - $20.00 per hour

Expected hours: 15 – 25 per week

Schedule:

• Day shift

Experience:

• QuickBooks: 1 year (Required)
• Social media management: 1 year (Required)

Ability to Commute:

• Midland, TX 79705 (Required)

Work Location: In person

Salary : $17 - $20