Job Description
The Office Manager fulfills various administrative duties for the Melton Center. This person provides professional support to the Executive Director and coordinates the Center’s operations in a timely manner with the staff and reports to the Executive Director. The Office Manager helps drive healthy usage of the Center by fostering a welcoming environment, paying attention to the user experience and striving for service to community.
The Office Manager sets a good example of professional conduct for interns, volunteers, community service workers, and others. As with all Melton Center staff, this person exhibits a warm and encouraging but firm manner with children and youth for their healthy growth. Good judgment is essential. The Office Manager holds sensitive personal information with strict confidentiality.
The Office Manager manages the Center’s communications, files and scheduling. This employee is attuned to the details involved in administrative support of the Melton Center’s meetings, events and programs, and prepares required documents.
The Office Manager is prompt and reliable, fulfilling the contracted work of 40 hours/week:
Monday through Friday, 9:00 a.m. to 5:00 p.m.. Any alteration in the work schedule is in accord with the Executive Director, or other designated supervisor.
RESPONSIBILITIES AND DUTIES:
Communication: Update and monitor calendars/schedules, send reminders, set up requested meetings and schedule Community Service volunteers, assigning tasks as necessary. Greet and manage visitors, answer and route incoming calls and monitor voicemail and email messages regularly. Recognize and expedite priority information, such as rental inquiries; and enhance workflows. Manage rentals, including preparing invoices. Help to advocate for the Center through marketing tools, maintain the website and use social media as directed. Update and decorate bulletin boards and turn on tv in the hall daily. Attend all weekly Staff Meetings, take and distribute these minutes. Assist in the preparation of the monthly Board Meetings. File all subsequently approved meeting minutes. Pre-screen potential court-ordered Community Service volunteers and assign their tasks, as needed. Process mail promptly. Prepare requested documents, such as flyers and reports. Train and oversee interns and volunteers in their completion of office-related or other tasks. Perform facility tours for visitors, as needed, or delegate to trained volunteers. Manage event staff schedules.
Equipment and Supplies, Filing Systems and Facility Operations: Monitor supplies and gain approval for needed purchases. Provide basic-level maintenance of office equipment. Manage servicing contracts as necessary. Update and manage paper and digital filing systems. Be vigilant in helping with Center security. Assist in the preparation of grant applications. Tidy up the office at the end of each day. Help manage the indoor Tower Gardens and outdoor garden.
Events: Assist in organizing events and preparation of materials. Manage vendors and logistics with staff.
Receipts for Deposits and Other Payments and Accepting Donations, and Thank-you Letters: Follow procedures for handling cash, checks and electronic payments. Receive donations, including material donations, provide receipts and thank donors promptly.
Other duties may be assigned by mutual agreement.
Job Type: Full-time
Pay: From $18.72 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Microsoft Office: 1 year (Preferred)
- Administrative experience: 1 year (Preferred)
Ability to Commute:
- West Chester, PA 19382 (Required)
Ability to Relocate:
- West Chester, PA 19382: Relocate before starting work (Required)
Work Location: In person