All Souls Seeking Office Manager

Title:                   Office Manager

Supervisor:       Lead Pastor

This is a full-time, year-round exempt position responsible for assisting the Lead Pastor, with a focus on coordinating office functions for All Souls Interfaith Gathering. This position ensures efficient and professional office coverage from 8:30 to 4:30 p.m. weekdays, answering/fielding telephone calls, email inquiries, providing a friendly welcome to visitors, and supplying administrative support as needed to manage all aspects of a busy spiritual center.

 

Primary Responsibilities:

Office Management

  • Open and close the building following a daily building security checklist.

  • Answer and route phone calls and email inquiries; open, sort, and process mail.

  • Maintain common office areas cooperatively with other staff.

  • Coordinate computer maintenance.

  • Track petty cash and keys for rentals.

  • Inventory, order, and stock office, kitchen, and building supplies.

  • Provide confidentiality with donor, staff, and organizational matters.

 

Lead Pastor Support

  • Produce weekly email newsletter and other communication materials.

  • Pastor program support as needed, including collateral materials.

  • Work with the Lead Pastor to provide Board of Directors materials in a timely fashion.

  • Other duties as needed.

 

Marketing, Communications, and Outreach

  • Provide daily updates of website, online and Google calendars.

  • Create flyers for classes, events, and retreats and circulate within All Souls and the greater community,

as needed.

  • Prepare and post social media content to include Facebook, Instagram, and Front Porch Forum.

  • Prepare Front Porch copy as directed by Lead Pastor for timely distribution to volunteers for posting.

 

Spiritual and Community Event Management

       (Spiritual and event programming takes place on days other than Sundays)

  • Review event applications with Lead Pastor and provide facility pricing and other follow-up.

  • Create, communicate, and track contracts for events at All Souls.

  • Track payments for workshops, seminars, and retreats.

  • Working with Lead Pastor, schedule facility tours and meetings with prospective event leaders.

  • Provide marketing support for contracted sponsored events to include registration pages, newsletter

articles, Facebook events, and flyers.

 

Fiduciary

  • Prepare invoices and checks

  • Track charitable contributions, entering donor information in Quickbooks and the donor management system.

  • Generate acknowledgment letters, tax notification letters, and other reports as needed.

  • Support the Year End Appeal, Spring Appeal, and other special fundraising efforts.

  • Assist the Lead Pastor with tracking the status of building insurance, liability insurance, and directors and officers’ insurance, including claims and renewals.

 

Records Management

  • Using the donor/contact management system, store and retrieve contact and relationship information

for All Souls members, tenants, volunteers, board members, and others.

  • Using the donor/contact management system, maintain All Souls mailing lists.

 

Administrative

  • Maintain common office areas cooperatively with other staff.

  • Respect confidentiality regarding staff, donor, and organizational matters.

  • Conserve organizational resources.

  • Other tasks as needed or directed.

 

Accountability and Support

  • Meet with the Lead Pastor regularly for support and encouragement and to coordinate work efforts.

  • Maintain a healthy and positive work environment with all team members at All Souls.

  • Work with other All Souls staff and healers to align team members with the vision of All Souls.

  • Honor the confidentiality of sensitive information pertaining to congregation members and All Souls Interfaith Gathering.

 

Qualifications

  • Must be a team player with two+ years administrative experience.

  • Must demonstrate a commitment to support the mission and work of All Souls as a spiritual center.

  • Requires a working knowledge of Microsoft Office programs, Wix website software (or equivalent), Mac operating system, and the ability to learn new software as needed.

  • Preference given to candidates with working knowledge of Quickbooks, including ability to input data, generate reports, and make adjustments to the chart of accounts.

  • Detail-oriented individual with a pleasant manner, commitment to exceptional customer service, and the ability to make decisions and work independently.

  • Able to multi-task, smile under pressure, and lift office materials up to 30 pounds.

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To apply, please send a resume and letter of interest to asig@allsoulsinterfaith.org.  Applications are accepted until the position is filled.