Office Manager

Office Manager

Inland Seas Education Association seeks an enthusiastic, detail-oriented professional to join our team as our part-time Office Manager. This individual will be responsible for maintaining the smooth operation of a busy non-profit office. Duties will include tasks related to managing day-to-day office activities, human resource management, and maintaining non-profit requirements. This position requires a high level of organization, technology usage, multitasking, and problem-solving capabilities.

To apply, please submit a resume and cover letter to Program Coordinator, Izzy Cooper, at icooper@schoolship.org. References will be requested for final candidates. For full consideration, apply by August 3, 2025.

Primary Responsibilities: 

Administration

• Oversee day-to-day office activities, interfacing with other staff, volunteers, and the public
• Manage ISEA office supply inventory and office equipment
• Input data into Salesforce and provide follow-up communications to donors
• Maintain filing systems and update as necessary
• Assist with ISEA event administration
• Assist with managing company G Suite including email and calendars, and permissions and staff access to technology and accounts.
• Support the Executive Director with staff communication and sporadic administrative tasks

Financial

• Support payroll vendor in the administration of staff payroll
• Oversee the process of tracking and recording all receipts (cash/non-cash)
• Coordinate office and dock rentals
• Process incoming donations and mail

Legal

• Manage, with Executive Director, contracts and government reports
• With the Executive Director, monitor compliance with government regulations relative to finances, IRS and other government regulations for nonprofit organizations
• Coordinate with Executive Director and Communications Coordinator, boat sales, including, but not limited to, contracts, record keeping, and government reporting

Human Resources

• Maintain and manage personnel records in accordance with government requirements
• Manage criminal background checks for employees and volunteers
• Manage drug testing program through the Maritime Consortium
• Maintain and manage contractor records
• Assist with HR policy documentation
• Support onboarding and offboarding efforts for full-time and seasonal staff in conjunction with the staff members’ direct supervisor

Program Operations

• Assist with public sail communications over the phone and through FareHarbor
• Assist in greeting schools upon arrival for their programs

Leadership

• Provide regular performance feedback according to established performance objectives
• Display passion and optimism; inspire respect and trust, mobilize others to fulfill the vision and mission; provide vision and inspiration to coworkers
• Support staff in decision-making and process improvement
• Exhibit objectivity and openness to others’ views
• Build morale and group commitments to goals and objectives
• Exhibit sound and accurate judgment
• Develop creative approaches to achieve objectives as obstacles arise

Skills/Prerequisites/Education

Required:

• 2+ years experience in an office environment
• Strong interpersonal, written and verbal communication
• Strong organizational and project management skills
• Skilled in Google Suite and Microsoft Office
• Must pass Criminal Background Check
• Associate’s Degree or equivalent experience

Preferred: 

• Experience with Fareharbor, Salesforce, and Mailchimp
• Experience working in a non-profit organization
• Bachelor’s Degree in related field