Office Manager

Hopeful Start date Jan 2024

SEND YOUR RESUME and COVER LETTER TO: workwithus@livingearthva.org 

Position Summary

The Office Manager keeps Living Earth running smoothly behind the scenes. The Office Manager’s role is to uphold operational processes and systems policy, maintaining excellent lines of communication between the directors, coordinators, staff, and parents. The Office Manager wears many hats and is incredibly detail-oriented and accurate in their work. Beyond the day-to-day office support work, the Office Manager is responsible for looking forward to future programs and opportunities for growth for the school.

Required Qualifications

Preferred Qualifications

●  Bachelor’s Degree or an equivalent amount of training and/or work experience

●  1-3 years of administration experience

●  Strong communication skills: professional verbal and writing skills of publication quality

●  Strong people skills that build positive relationships across the organization

Desire to have some experience in the areas, but realize these qualifications are unique and will likely be taught to the new staff:

●  Field experience in 8-Shields or Coyote Mentoring models

●  An established love and connection with the natural world

●  Interest and personal investment in the mission

●  Exceptional organizational and time management skills

●  Exceptional planning skills

●  Computer software proficiency including Excel, Microsoft Office, Google Suite, general office software, etc.

●  Ability to meet travel requirements associated with the position

●  Valid driver’s license and good driving record

●  Ability to work flexible hours – including some evenings and/or weekends of the Living Earth School

●  Familiarity with Small Business Accounting (Quickbooks is our accounting software)

●  Familiarity with payroll processing (ADP is our payroll provider software)

●  Familiarity with Donation software (Bloomerang is our donation tracking software)

●  Active Camp Registration (our program registration software)

●  Mailchimp (email marketing)

Day-to-Day Office Management Responsibilities

● Customer Service: answer inquiries, solve participant problems
o Handle all registration support/cancellations/changes (Active Software Management) o Communication and oversight of all programs operating; ensuring staff and parents are adequately informed so they can successfully execute and participate in programs. o Pre-program communications and announcements (Mailchimp)
o Post-program communications (satisfaction survey - Google Forms)
o External communications: checking email, taking phone calls, etc.

● Registration: set-up, roster generation, and customer service
o Work with the team to create the program registration calendar each year
o Coordinating registration website content and updates to support marketing communications staff & web developer

●  IT Vendor Management: accounts, passwords, management for the organization

●  Human Resources: Onboarding new staff (email, tax paperwork, payroll setup, access rights, etc.)

●  Quickbooks knowledgeable (or willing to learn) to enter receipts

o Pull Quickbook reports for Executive Director and Board of Directors on a monthly basis o Print checks from Quickbooks for the Executive Director to sign
o Track purchases and receipt of purchases into inventory (knives, supplies, camp t-shirts, food, etc.)
o Support Bookkeeper on financial transaction tracking and support.

• ●  Ensure yearly tax and organizational forms are submitted to the state of Virginia and IRS

• ●  Create a monthly financial dashboard for Board of Directors

• ●  Weather tracking and safety management for programs and instructors in the field

Development Responsibilities

●  Bloomerang records management, input donations for record-keeping

●  Develop a knowledge of Bloomerang full functionality

Visioning and Executive Leadership Responsibilities

●  Helping hold overall LES vision with Executive Directors (Hub) and Program Coordinator

●  Making organizational decisions with integrity and safety of programs and participants in mind.

●  Available as a contact for emergency response

●  Putting together annual reports

Staff Management Responsibilities

●  Responsible for payroll processing through ADP and human relations surrounding payroll

●  Hiring: writing staff agreements and recording staff information throughout the hiring process

●  Human relations contact point for summer camp staff (payroll questions, policy questions, etc)

Program Management Responsibilities

●  Collaborating with the Program Coordinator and Summer Camp Coordinators on program development/registration/marketing

●  Collaborating on summer camp orientation and staff training

●  Every May obtain Certificates of Insurance (COI’s) for each of our land owners we operate on.

Key Competencies

●  Professional: Dependable, punctual, clean and tidy appearance, respectful demeanor

●  Team-Player: Committed to collaboration

●  Flexible: Able to engage with new challenges—creative and efficient problem-solving skills with the ability to learn and convey new skill sets effectively

●  Practitioner of Reflective Feedback: Gives and receives constructive feedback in a forthright yet caring manner, without taking it personally, for the purpose of growth

●  Healthy Communicator: Expresses needs, ideas, and suggestions to co-workers and supervisors promptly and clearly; committed to moving through conflict

●  Growth Oriented: Strong personal and professional desire for growth

●  Independent Self-Starter: Ability to set goals and achieve them independently. Sees the needs and fills them and gives ideas without being asked.