Office Manager

Description

Just as every football team needs a quarterback, Shiloh Adventures needs someone to make plays and play call the administration in our office. The Office Manager role is to ensure the efficient operation of Shiloh’s Office, human resources, financial, legal, marketing, and technology systems. This includes providing the Executive Director (ED) with tools and infrastructure solutions to accomplish the overall vision and mission of the ministry.

The Office Manager will consult regularly with the ED to assess what operational/communications needs exist for the ministry as well as recommend solutions. The Office Manager will be responsible for implementing these solutions within their responsibility areas and budget.

The Office Manger reports to the Executive Director.

Responsibilities

• Lead all aspects of day-to-day office management including IT, scheduling, daily administration, correspondence, reporting, financials, bookkeeping, and payroll and records

• Supervise part-time office staff and lead for communication to other full-time staff

• Coordinate and implement new and/or revised office management initiatives developed with the ED

• Manage communications and operations within budget

• Ascend Leadership Administration and Communication Coordinator: staffing, registration, bookkeeping, programs communicator

• Bookkeeping: Bookkeeper interface and contact person - ensure that necessary reports are available for board meetings and ED needs

• Petty Cash: Management and record keeping. Debit card management

• Bill pay: Pay bills in accordance to timely pay schedules

• Property gate management codes and entry permission in conjunction with ED

• Staff Processor: Applications management, payroll, paperwork, database management, interview scheduling, contract/reference distribution, update materials, post camp communications

• Work closely with the ED and with assistance from the Community Connections Director (CCD) to develop PR/marketing to effectively communicate ministry offerings and function (New overall ministry brochure, Ascend brochure, ropes brochure, camp and staff applications, and special event publications). Keep updated printed materials

• Implement PR and marketing initiatives within the scope of provided budgets and expected timelines (May be delegated to Office Assistant or CCD when role is filled)

• Coordinate the logistics and information intake/output for Shiloh events and fundraisers in conjunction with CCD

• Oversee existing website and ensure that necessary updates are made and website is current, easy to use, and effectively communicates needed information for stakeholders and inquiring site guests. Primary communicator with IT support

• Printed material coordination (brochures, applications, flyers, etc.)

• Phone systems, printers, computers, products, office supply needs coordination

• Conduct satisfaction surveys for campers, parents, and ministry partners

• Work with the ED to develop and implement all functional (e.g., safety, liability, administrative, etc.) policies and procedures including those for staff training, camper registration, ropes course, etc. and keep updated related manuals

• Operations Manual: In conjunction with ED and Team Support Director (TSD), develop organizational operations manual consistent with Statement of Belief, summer playbook, Atmosphere Statement, Organizational Policy and areas of needed clarity

• Create and ensure a consistent and cohesive communication of the Shiloh “brand” throughout all publications and communications across the ministry. Updating fonts, language, color pallet, and logo to the new branding design

• Purchasing: Acquire through purchase or donation the equipment and supplies in order to meet operational requirements of camp including the camper meals for summer camping season, pre camp orders, water bottles, bibles, t-shirts, trinket gifts, summer signage, snacks, drinks, activity supplies and sporting equipment, porta potty's and trash bin service, etc. (Qualified Office Assistant or TSD may perform this task)

• In conjunction with the TSD, coordinate inspection schedules for all facilities (fire/health department inspections, repairs, city permits, etc.) and associated equipment

• Office/porch: Maintain order, cleanliness, décor, and professional environment appropriate to the changing seasonal requirements. Order and stock with appropriate supplies (i.e. paper products, cleaning supplies, etc.). Maintenance will assist you with the daily needs. Please let him know of specific needs. Basic office security: Proper record and document storage, and alarm security account maintenance. Open/close office facility

• Useable information secured through Financial Reports year-to-year comparisons

Spiritual Responsibilities

• Mature Christian believer with strong biblical knowledge and in agreement with Shiloh Adventures' Statement of Faith

• Studies and applies God’s word to daily living and seeks God’s will for direction

• Actively involved in local church and pursing spiritual growth

• Pursue integrity, serving, teamwork, and excellence - privately and publicly

• Willing to share personal testimony and faith

• Able to lead in the discipleship and spiritual encouragement of volunteer and summer staff

Professional Attributes

• Passion for urban ministry and able to engage and flow in a multi-ethnic environment

• Action-oriented problem solver and self-starter

• Strong people skills and communication skills

• Organized and detail-oriented

• Willing attitude in working with the rigors of the camping environment

• Professional demeanor

• Basic computer skills including Microsoft Office, Excel, and PowerPoint

• Multi-tasking ability

• Event planning experience desired

• Human Resource experience helpful

• Grant writing experience desired

• Available to work beyond the regular work day for camp sessions, retreats, or special events as needed

• Open to working indoors and outdoors in a camping environment

• Available for extended work hours during the summer camping season