Office Manager

The Office Manager provides administrative support to the Executive Director and to the West Virginia Chapter. This position ensures efficient operations by coordinating activities and developing relationships with other departments and team leads. It serves as a liaison on administrative matters. Responsibilities include operations coordination and support, records management, travel & expense management, meeting management, general document preparation, calendar management, general correspondence and special projects. This position is based in Charleston, West Virginia.

Responsibilities

Office Management: Provides general support to visitors and ensures phone coverage for the West Virginia office and handles customer inquiries and complaints.

Maintains a safe and secure working environment.

Manages work requests, office supply orders and relationships with vendors, service providers and landlords.

Lead efforts in identifying, analyzing, revamping, and implementing changes in chapter operations policies and procedures to continuously improve effectiveness and efficiencies; train employees and volunteers on

Office Support: Assists with data entry for West Virginia program rosters into the database.

Responsible for the recruitment, supervision and training of unpaid volunteers working in the office and assists in volunteer training for fundraising events.

Handles distribution of monthly program newsletter and posting of volunteer opportunities on appropriate boards and disseminate interested applications to the appropriate team member.

Provides basic onsite IT support to staff as needed.

Walk and Programs Support: Updates templates with Walk specific content for Walk collateral materials, manages large group volunteers for top market Walks, drafts eblasts and text messages.

Designs and orders walk signs and supplies.

Coordinates truck rentals and other logistics for Walk season.

Provides administrative support as assigned for chapter programs (Care and Support) and fundraising (Revenue) initiatives, projects and events, including audits of program data to ensure accuracy and completion.

As needed, assists with welcome calls to teams.

Accounting: Responsible for in-person processing of mail and revenue for West Virginia and serve as a virtual processor for West Virginia mail processing.

Ensures that all items are invoiced and paid on time.

Qualifications

Associate’s degree (or equivalent experience) in business administration, data management or related field preferred

3+ years administrative experience

Knowledge, Skills And Abilities

Strong organizational skills and attention to detail

Ability to analyze information; to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders; make timely and appropriate decisions.

Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment; flexibility and adaptability are essential.

Excellent proofreading skills

Must be able to communicate effectively with people of diverse backgrounds

Excellent telephone and in person customer service skills

Experience with Canva and/or Adobe Creative preferred

Experience with CRM System such as Convio, Luminate, and/or Personify a plus

Ability to work evenings and weekends (as needed)

Agreeable to assist at events offsite (as needed)

Title Office Manager – West Virginia Chapter

Position Location Charleston, West Virginia

Part Time based on 24 hour per week (this is a benefit eligible position)

Position Grade & Compensation Grade 103 (hourly)

Reports To Executive Director

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