Office Manager

Office Manager - Job Summary

Depending on the organization's needs, this position may work 30 - 40 hours per week.

• Some weekends and evenings will be required*

Tucson Girls Chorus (TGC) is a mission-driven non-profit organization, striving to prepare a diverse group of young women to be leaders in their community. We are seeking an energetic, passionate Office Manager to join our dedicated team.

The Office Manager will be responsible for overseeing and coordinating the daily operations of the office, ensuring its efficient and smooth functioning. In addition to the overall office logistics, duties will include managing volunteer schedules, contributing to marketing efforts, bookkeeping duties and coordinating fundraising events.

Reports to: TGC Director

Duties/Responsibilities:

Communication and Administrative Support:

• Serve as TGC’s first line of communication, handling information requests through phone, email, and in-person

• Provide administrative support to all members of administrative and music staff, and TGC Board of Directors

• Maintain TGC’s central calendar and timeline, as well as internal communications

• Manage the office facilities, supplies and equipment, including inventory and replenishment

• Maintain Donor and Alumnae databases, office records, and other documents as needed

• Support with gathering data for annual reports and grant purposes

• Maintain current member information, create donor reports and identify members’ outstanding balances

• Support with bookkeeping and utilizing TGC bookkeeping software
• Documenting financial transaction details
• Tracking accounts payable and accounts receivable, including creating of invoices and follow up on payments
• Fact-checking accounting data for reports
• Reconciling member accounts and following up as needed
• Processing payroll and tracking payroll data; specifically, gathering employee timekeeping information from timesheets, including regular hours, vacation, sick leave, etc.
• Submitting data on timeline manner to ensure employees are paid correctly and on time while maintaining accurate payroll records

Volunteer Management and Event Support:

• Collaborate with staff to identify opportunities to utilize volunteer support

• Maintain up to date job descriptions online for all volunteer roles

• Coordinate, schedule, and track all volunteer assignments

• Facilitate volunteer orientation and training

• Ensure volunteers are offered meaningful roles that engage their interests and abilities

• Serve as the public-facing lead for the front of the house at concerts and related events.

Fundraising and Marketing Support:

• Support transfer information to community online calendars

• Maintain and update media contact lists

• Assist with all fundraisers by tracking attendees, donations, raffle and live auction items

• Track all program advertisements/love notes for both winter and spring concerts

• Track the flow of incoming donor information and ensure communication is sent out in a timely manner

• Create and maintain a Friends of TGC email list using Mail Chimp

Minimum Qualifications:

• Two to four years of administrative or office management experience within a non-profit

• Excellent verbal and written communication skills

• Excellent interpersonal and customer service skills

• Excellent organizational skills and attention to detail

• Proficient in QuickBooks, and Google Suite

• Basic understanding of clerical procedures and systems such as recordkeeping and filing

• Ability to work independently

Preferred Qualifications:

• Bachelor’s degree in related field preferred

• Experience developing internal management systems such as E-Tapestry Donor Management Database and Chorus Connection (membership database)

• Proficiency with Mailchimp

• Experience with Bill.com

• Customer service experience

• Volunteer management experience

• Event planning experience

Supervisory Responsibilities: N/A

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.

• Must be able to lift up to 15 pounds at times.

• Some weekends and evenings will be required

Job Type: Full-time

Pay: $20.00 - $23.00 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to Commute:

• Tucson, AZ 85718 (Required)

Ability to Relocate:

• Tucson, AZ 85718: Relocate before starting work (Preferred)

Work Location: In person

Salary : $20 - $23