Office Manager

Position: Office Manager 

Reports to: Executive Director and President, Board of Directors 

Hours: 30 - 35 hours per week 

Purpose of Position 

The Office Manager will work with the Executive Director and Board of Directors to oversee activities, events, administrative duties, and office operations in support of awarding college scholarships to students in St. Joseph County. 

Essential Duties and Responsibilities 

Board & Committee Support 

• Provide administrative support to the Governing Board and committee chairs, including scheduling meetings, preparing agendas, and following up with committee members.

• Coordinate the orientation of new board members.

• Maintain and update the Foundation directory.

• Assist the Foundation President in assigning mentors to students and in annual committee selections.

• Attend scheduled Board meetings, distribute minutes, and track action items.

Student Relationship & Support

• Manage the student application process, including file creation, assisting the Awards Committee, and preparing student award letters.

• Input and maintain student data in the database.

• Manage and expand the Access database of past scholarship recipients.

• Coordinate annual student engagement events, such as the New Student Welcome and Holiday Luncheon.

Foundation Administration

• Oversee office management, including vendor and landlord communications.

• Coordinate with the bank regarding cash disbursements.

• Manage scholarship recipients and donor databases.

• Provide support to the committee for the annual College Fair, including outreach to colleges, mailings to high schools and local organizations. Keep track of all income and expenses.

• Assist with fundraising efforts and activities of the Board and committees.

• Handle basic accounting functions, including deposits and bill payments, and provide reports to the Treasurer.

Workplace Expectations

• Work independently while also being a collaborative team player.

• Maintain a high level of professionalism and integrity in all interactions.

• Demonstrate strong communication skills when working with students, board members, donors, and community partners.

• Exhibit flexibility and adaptability to manage multiple tasks and deadlines.

• Maintain confidentiality regarding student and donor information including protected private information.

• Ensure a welcoming and organized office environment.

• Attend scheduled meetings and organizational events.

Skills & Qualifications

• Strong attention to detail and organizational skills.

• Ability to work independently in a self-directed environment.

• Comfortable adapting to new computer and database systems.

• Knowledge of Microsoft Office Suite-Outlook, Word, Excel including Access (willing to take training if not familiar).

• College degree preferred.

Compensation

Salary is commensurate with experience.