What are the responsibilities and job description for the Office Manager position at Time of Grace?
Objective:
Time of Grace’s Office Manager will set the tone for our relationship culture to the people who love, support, read, watch, and listen to Time of Grace Ministry. This person will lead and manage phone relationships, email relationships, donation processing, and shipping fulfillment.
Responsibilities:
- Office Responsibilities
- Builds a team culture of timely, high-quality response to donor inquiries, donations, and orders.
- Leads all office operations (reception, phone, mail, office equipment, etc.).
- Supervise and train Ministry Support Assistant(s).
- Leads resolution of building needs with our landlord.
- Oversees the ministry’s office volunteers and tasks to support donor receipts and projects.
- Packages and ships materials for Time of Grace Ministry events.
- Assists with receiving inventory in-house and maintaining inventory counts of those resource materials.
- Assists with fulfilling physical book requests as needed from the fulfillment center or ToG office; troubleshoot questions about orders/shipments (i.e. provide tracking information).
- Manages and purchases office supplies.
- Coordinates office services with third party vendors (mail, phone, equipment...).
- Assists with onboarding new employees
- Helps resolve donor automatic processing issues.
- Manages fleet vehicle maintenance, keys, and schedule.
- Donor/Viewer Response
- Leads the receiving and response of all mail, email, and phone calls received.
- Manages inbound phone calls, letters, and email requests to Time of Grace’s general delivery mailbox, taking actions to answer, delegate, or escalate as required.
- Provide information regarding the television program and books offered.
- Take prayer requests and donations/orders.
- Troubleshoot issues with email subscriptions and book orders.
- Direct donors and viewers to relevant Time of Grace resources to assist in answering theological questions.
- Assist with any other questions/requests
- Gift Processing
- Leads the team with the processing, recording, and documenting all gifts received. Includes “hands on” work in this area.
- Provides a daily deposit report to accounting.
- Does daily gift entry: internet donations and/or US mail. (Time of Grace processes 2500 gifts most months).
- Works with Donor Database Coordinator to maximize use of the donor database (Virtuous).
- Works with all systems to provide receipts for donations.
- Handles suspended recurring donation management recovery
- Third-Party Call Center Management
- Leads the Time of Grace’s relationship with the Pittsburgh, PA, call center to monitor and evaluate the services provided by the call center.
- Monitors system reliability to call center and works with third-party vendors for phones.
Additional Responsibilities:
- Attends and contributes to weekly communications, weekly V/TO, and monthly team meetings.
- Uses Microsoft Excel or Google Sheets spreadsheets, Gmail, Google Drive, Virtuous databases for donors, and Zoom.
- Attends annual team three-day retreat.
- Is able to lift 40 pounds (book shipments).
- Consumes regularly Time of Grace video and written content.
- Works toward the team values of Time of Grace.
- Collaborates with other team members to improve organizational performance.
- Works successfully within budgets and time constraints.
- Maintains a process/procedure document for all assigned duties.
- Completes other duties as directed and needed.
Qualifications:
- Bachelor’s degree and/or four to five years’ experience in an office management role.
- Exceptionalinterpersonal skills and attentiveness to details.
- Ability to respond to calls and emails in theological and emotional alignment with Pastor Mike Novotny.
- Proponent of Time of Grace’s Statement of Faith, Mission, Niche, and Values (see below).
- Full-Time
Location:
- Work on-site in Milwaukee at 135 S 84th St Ste 220, Milwaukee, WI 53214
- Work from home approximately 1-2 days per week.
Relationships:
- Full-time position supervised by Director of Finance
- Collaborative working relationship with all other Time of Grace teammates.
About the Organization
Time of Grace is an independent, donor-funded ministry that connects people to God’s grace—his love, glory, and power—so they realize the temporary things of life don’t satisfy. What brings satisfaction is knowing that because Jesus lived, died, and rose for all of us, we have access to the eternal God—right now and forever.
Video:
The Time of Grace television program first aired on a single broadcast channel in Milwaukee, Wisconsin, in November 2001 with a 30-minute Bible study message. Our lead speaker, Pastor Mike Novotny, digs into the Bible and takes on real and relevant topics to help viewers understand that they have full access to God—right now. Today, Time of Grace is broadcast on a number of TV channels across the United States. Weekly television viewership averages between 400,000 and 500,000 people.
Time of Grace also serves up short teaching videos on YouTube all over the world, with over 1,000,000 views per month.
Audio:
The Time of Grace podcast has five different podcast feeds from different speakers.
Print:
We offer a wide array of printed resources: books, devotionals, journals, and Bible studies that offer encouragement from God’s Word for a variety of everyday and spiritual issues. Email, web, and partner mobile apps are the primary delivery vehicles. A new printed book resource is offered about 12 times per year.
Pay: From $22.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Flexible spending account
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: Hybrid remote in Milwaukee, WI 53214
Salary : $22