What are the responsibilities and job description for the Officer Manager position at Institutional Ministries?
Office Manager – Institutional Ministries
Position Overview
The Office Manager is a key operational leader within Institutional Ministries, responsible for overseeing administrative systems, office operations, and internal coordination that enables the ministry to function effectively and with excellence.
This role provides organizational leadership, process management, and strategic administrative support that strengthens staff effectiveness, ensures compliance, and supports mission fulfillment.
Serving as a central hub for communication, coordination, and operational integrity, the Office Manager helps cultivate an atmosphere of service excellence and Christ-centered purpose. The Office Manager reports directly to the Executive Director.
Key Responsibilities
1. Administrative & Office Operations
- Manage day‑to‑day office functions, including mailings, correspondence, filing, and recordkeeping.
- Maintain organized systems for documents, databases, and ministry resources.
- Oversee office supplies, equipment, and vendor relationships.
- Ensure the office environment reflects the ministry’s values.
- Provide administrative support for programs, events, and outreach initiatives.
2. Communication & Coordination
- Serve as the first point of contact for visitors, callers, and ministry inquiries.
- Oversee the distribution of internal and external communications, including newsletters, announcements, and updates.
- Provide support to staff and ministry leaders with scheduling, meeting preparation, and follow‑up tasks.
- Coordinate social media and website content updates with other staff members.
3. Financial & Administrative Support
- Complete basic bookkeeping tasks such as expense tracking and invoice processing.
- Support the preparation of financial reports and audits as required.
- Oversee payroll processing and ensure compliance with federal, state, and nonprofit regulations, including accurate recordkeeping, timely reporting, and adherence to employment and tax laws.
- Work with Executive Director to ensure proper Accounts Receivable (AR) and Accounts Payable (AP) practices
- Maintain confidentiality and accuracy in all financial and donor‑related information.
4. Managerial Support
- Provide direction to and manage performance of staff members reporting to the Office Manager.
- Coordinate technical assistance needed to identify and troubleshoot tech-related issues.
5. Compliance & Organizational Support
- Maintain organizational records, policies, and compliance documentation.
- Support the Executive Director and leadership team with board materials, reports, and meeting logistics.
Other duties as assigned.
Qualifications
- Bachelor’s degree in office administration or related field.
- At least 5 years of experience in office administration or related field.
- Strong, mature Christian faith and alignment with the ministry’s mission.
- Must be a member of WELS or ELS and in good standing with a WELS church.
- Excellent communication, organizational, and multitasking skills.
- Proficiency with office software, accounting software, databases, and digital communication tools.
- Ability to work independently, take initiative, and support a collaborative team environment.
- High level of integrity, discretion, and professionalism.
Personal Attributes
- Warm, welcoming, and service‑oriented.
- Detail‑driven with a heart for organization and stewardship.
- Adaptable, resourceful, and calm under pressure.
- Committed to supporting the ministry’s mission through behind‑the‑scenes service and excellence.
email resume to office@IM.Life