Office Manager- Barberton Community Foundation
Posted: Feb 08, 2024
The Office Manager provides administrative and organizational support to the Executive Director and the professional staff of the Foundation. Ensures all guests and visitors of the Foundation and feel welcome. Responsibilities include greeting visitors; handling information requests from the community; processing information and requests from Board of Directors; providing event coordination including scheduling of space, catering services, etc.; performing clerical functions on correspondence, and mailing of gift acknowledgement thank you cards; assisting with community event registrations and sponsorships; maintaining the Foundation meetings calendar through Outlook; maintaining mailing lists; scheduling meetings for the Executive Director, Board of Directors meetings, and all committees. This position is also responsible for all board and committee meeting minutes for both Barberton Community Foundation and Tuscora Park Health and Wellness Foundation.
Summary of Essential Job Responsibilities:
Manages time and prioritizes work from professional staff to meet deadlines
Utilizes professional communication skills
Interacts with, assesses needs of, and supports professional staff and board members
Helps foster a culture of kindness and transparency with all who interact with the Foundation
Possesses strong interpersonal skills
Maintains master calendar
Prepares and sends board, executive and committee packets
Attends board & committee meetings for both the Foundation and Tuscora Park Health and Wellness Foundation, prepares meeting minutes in a timely and accurate manner
Sets up meeting spaces prior to board and committee meetings, including at off-site locations
Provides support for Foundation-run events, including board and staff retreats, and tracks attendance as needed
Enters and maintains constituent contact information in database
Coordinates volunteer schedules and responsibilities as needed
Maintains full functioning of all office equipment
Utilizes skills with Microsoft Outlook, Excel, Word applications, including completing mail merges and simple functions in spreadsheets
Prepares reports, memos, letters, thank you letters, mailing lists, presentations, and other documents using word processing, spreadsheet, database, or presentation software
Possesses an aptitude for learning new software, including the capacity to learn the Foundation’s database system (akoyaGO and Microsoft Business Central)
Provides basic IT support and software application, assists staff with issues, and works with our IT support company
Creates and maintains donor and vendor profiles in akoyaGO
Enters accounts payable invoices into Business Central, mails checks, files AP paperwork, and prepares credit card reconciliation.
Processes incoming donations made by check or cash, following protocol
Files and retrieves corporate documents, records, and reports
Assists Director of Finance with oversight and maintenance for Foundation-owned properties
Provides support for Barberton Community Foundation and Tuscora Park Health and Wellness Foundation grants, scholarships, small grants, and youth philanthropy grants by assisting the Director of Community Impact
Identifies ways to improve established processes
Orders supplies for staff and maintains inventory for office
Maintains confidential information and demonstrates discretion where appropriate
Works independently, but also does not hesitate to seek advice and help when needed
Possesses a team player attitude
Other duties as assigned
Education and Skill Requirements:
High School Diploma required. Associate or Bachelor’s degree in related field or commensurate work experience preferred.
Clerical: Proficient in administrative and clerical procedures and software, including Microsoft Outlook, Word, Excel, PowerPoint, and mail merge; managing and organizing paper and electronic files and records; designing and maintaining accuracy of information contained in office forms and spread sheets; and other office procedures and terminology. Knowledge of Roberts’ Rules is a plus.
Communication: Solid oral and written communication skills with knowledge of the structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar; project management.
Customer and Personal Service: Knowledge of principles and processes for providing quality customer service. Excellent phone manner and etiquette required.
Willingness to learn new skills
Salary and Benefits:
This is an exempt position and the salary will be commensurate with experience. This position is eligible for a full package of employee benefits, including health, dental, and vision insurance, long-and short-term disability, 401(k) plan, personal paid time off, and paid holidays.
The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties and skills required of the Office Manager. All Foundation personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
This position has both an inside and outside job function that is critical to the success of Barberton Community Foundation. The internal function is to serve as a valued Foundation team member who communicates with the staff and supports co-workers as part of the Foundation team. The external portion of the position is to manage effective relationships with members of our community.
It is Barberton Community Foundation’s policy that, as required by law, equal employment opportunities be available to all persons without regard to race, sex, age, color, religion, national origin, marital status, sexual orientation, disability, citizenship status, genetic information, veteran status, or any other category protected under state or local law.