Context: The Chapter Administrative Lead performs and oversees various administrative duties to support the day to day operations of a chapter office and the Executive Committee. Collaborates with Volunteer Coordinator to recruit office volunteers and trains, coordinates, and oversees office volunteers and interns.
Scope: The Chapter Administrative Lead is responsible for providing office management and administrative functions including the training and supervision of office support volunteers and interns. Performs administrative and general office duties, coordinates Chapter activities and meetings, interacts with volunteers, responds to routine inquiries from members, volunteers, and the general public. Works with the Chapter Treasurer to maintain records and accounts and cash flow associated with Chapter staff, volunteers, interns, donations and office functions.
Office and administrative support 90%:
- Provides clerical, administrative and scheduling support to Chapter Director and Executive Committee Chair.
- Develops, implements and performs office tasks and procedures.
- Trains, oversees, and schedules volunteers and interns on office systems and functions.
- Oversees office operations which include purchasing and maintaining office supplies, equipment and computer systems. Contacts vendors for repairs and maintenance. Ensures office space is functional and usable for volunteers and chapter events. Maintains service contracts, inventory of all equipment and materials for insurance purposes and tax filings.
- Works directly with Treasurer to track and maintain records of incoming and outgoing funds. Ensures safety of incoming funds, accurately records transactions, acknowledges donations, assists volunteers with event funds and expense reports, and uses integrity and timeliness while acting as the liaison between the Chapter office and the Treasurer.
- Maintains files and databases including mailing lists of members and donors.
- Maintains communications with other organizations as required within the scope of office functioning and /or as directed by Chapter Director or Chair.
- Answers phones and reviews and routes incoming mail as appropriate.
- Responds to inquiries concerning membership events from the general public, members, and volunteers. Responds to inquiries as appropriate by sending information about membership, issues and chapter activities.
Chapter coordination: 10%
- Coordinates chapter meetings, preparation of agenda and takes minutes as needed. Maintains Chapter calendar.
- Supports Volunteer Coordinator in the recruitment of office volunteers.
- Supports sending Chapter bulk emails, posting content to social media, and updating events with Campfire, our events management tool.
- May assist in publishing the Chapter news letter.
- Performs miscellaneous duties as directed.
- 2+ years general office administration experience.
- Demonstrated understanding of the need for security, accuracy, and timely treatment of incoming donations or event income.
- Proficiency with computer programs including word processing, spreadsheets, and database management.
- General bookkeeping skills.
- Excellent written and oral communication skills.
- Ability to interact effectively with volunteers, members, staff and the general public.