Reporting to the Director of Finance and Operations, the Office Manager is responsible for key administrative and logistical activities in the Chapter's offices in Providence, Rhode Island. These include supporting the efficient operation of the office environment, as well as assisting professionals with data entry and software packages such as Convio and Personify. Additionally, this person is responsible for sending thank you letters, processing memorial donations, handling logistics for health fairs, managing volunteers and recording checks. This is a position requiring exceptional self-management capability, flexibility, strong interpersonal skills, and discretion (confidentiality). Occasional evening and weekend work is required.
- Provide an effective and pleasant welcome to the Association both in person and on the phone, including:
- Answering and directing telephone calls to appropriate staff and helpline volunteers
- Greeting and directing visitors
- Registering callers within the appropriate data base
- Ensuring a neat appearance of the reception area, copy room and mailbox area
- Support the administrative operations of the Providence office, including:
- Receiving and signing for deliveries
- Assisting with mailings when needed
- Sorting all incoming mail
- Performing data entry and word processing on an as needed basis
- Sending thank you letters and processing memorial donations
- Recording all checks received
- Handling logistics for regularly scheduled health fairs
- Ensure the effective operations of the office environment, including:
- Overseeing inventory and ordering of supplies
- Performing data entry and linking databases
- Supporting liaison with building management
- Handling setup for meetings
- Maintenance of copiers/postage machine to ensure all equipment is in good working order and schedules on-site technical repairs when needed
- Managing volunteers
- Two years' experience working in a relevant office environment
- Two years' experience in Microsoft Office, including Word, Excel and Outlook
- Experience with Convio and Personify software preferred
Key Professional Attributes
- Strong self-management skills, as independent initiative and ability to collaborate are essential
- Professional personal demeanor and presence, recognizing the significance of the role as a "face/voice" of the Association
- Ability to multitask in a fast-paced environment, since efficient use of time and flexibility are requisites to meeting the high level of support demand
- Strong interpersonal skills with the ability to work under pressure with a wide range of personalities, including resolving conflicts quickly and effectively
- Effective verbal and written communication skills, reflecting an understanding of the appropriate use of communication technologies
- Appreciation of cultural and ethnic diversity, especially with respect to outreach to underserved communities