Salem High School Alumni Association, Ohio

Sustaining Friendships and Memories Since 1882

 

 

 

 

 

 

 

                                                                    330-332-1427 - info@salemohioalumni.org

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SALEM HIGH SCHOOL ALUMNI ASSOCIATION

SEEKING TO FILL NEW POSITION OF

OFFICE MANAGER

The ideal candidate is a person with strong communication skills who interacts with others in an energetic, positive and professional manner. The person must have knowledge of office protocol and procedures and be capable of managing day-to-day operations. The person must have excellent organizational skills with the ability to prioritize and efficiently complete tasks and supervise projects of other staff or volunteers. The person must be able to function under the direction of an Executive Director and interact with Board members, alumni, students, donors and members of the community in a respectful manner.

Pay Rate and Schedule

  • $13.00 – $15.00/hour commensurate with experience
  • 25 – 35 hours/week
  • Monday through Friday, daytime office hours
  • Occasional hours on weekends or evenings for special events

Required Qualifications

  • Knowledge and ability to use typical office equipment (including but not limited to computers, telephones, copier, printer, scanner)
  • Proficient in use of Microsoft Office suite of products (including but not limited to Excel and/or Access spread sheets and mail merge)
  • Experience with accounting software (QuickBooks preferred)
  • Understand basic finances.
  • High school diploma or GED, college degree preferred
  • Minimum of 2 years of work or volunteer experience in an office setting
  • Able to pass drug test and background check
  • Ability to move about the office to access and operate machinery, cabinets, display cases and office materials; ability to stoop, kneel, bend, reach with extended arms and lift materials.
  • Ability to adapt and learn new job responsibilities

Desired Qualifications

  • Experience supervising staff and/or volunteers
  • Knowledge of social media platforms (e.g. Facebook, Twitter)

Primary Duties and Expectations

Customer Service – Interactwith alumni, students, donors, Board members, Executive Director, staff, volunteers, school personnel and all other members of the public in a professional, courteous and respectful manner

Board Support – Carry out the requested tasks of the Executive Director and Board President

Staff Oversight – Supervise both hired staff and volunteers as directed by the Executive Director and Board President

Confidentiality – Maintain privacy of personal information pertaining to alumni, donors, students, Board members and staff pursuant to policies and procedures

Office Management

Open and close the building.

Maintain office and workstation space in an orderly fashion

Maintain office equipment and operating systems

Maintain kitchen area in a healthy manner

Monitor and replenish office supplies when needed

Arrange vendors for routine cleaning/maintenance and repairs when needed

Supervise volunteers in regularly updating display cases

Handle incoming donations of memorabilia including generating thank you letters and acknowledgments

Database Management

Input names and other information into database and supervise automated data entry

Actively work to maintain accuracy of database with updates and corrections

Generate class lists, labels and other reports from database as requested

Record local obituary information on a timely basis

Oversee computer backup and other required tasks

Management of Funds

Input all contributions into Donor Perfect Program

Create, update and send thank you letters for all contributions

Create, update and send appropriate acknowledgments for memorial donations

Generate lists and balance sheets as requested

Make timely and accurate deposits of funds pursuant to financial policies and procedures

Support for Scholarship Awards

Produce and distribute scholarship materials and information as directed by Scholarship Chairperson and/or Executive Director

Provide clerical support to the Scholarship Chairperson and Committee including:

  • Making phone calls
  • Composing letters
  • Updating documents and other materials
  • Making copies
  • Sending mail and/or emails
  • Contacting scholarship recipients and/or school personnel as necessary

Support for Annual Meeting and Banquet

Manage ticket sales

Collect patron donations and promptly acknowledge

Provide accurate patrons’ list for publication in Banquet program

Assist Banquet Chairperson with set-up for event, seating arrangements and other matters as requested

Support for Class Reunions and Alumni Events

Actively seek a class coordinator for every graduating class and maintain updated contact information

Regularly contact class coordinators

Regularly update reunion materials and share suggestions for other types of alumni reunions/events

Ensure information and materials are provided to class coordinators for upcoming reunion years

Actively seek class reunion and other alumni event information for publication in newsletter and/or on website

Follow up with class coordinators and/or other alumni after reunions/events to collect photos and stories for website and/or newsletter

Provide support for all-class reunion and other alumni events as directed by Executive Director and Board President

Support for Website

Maintain the calendar of events

Notify webmaster of alumni events/reunions and provide information and photos for publication

Regularly review web material for accuracy

Contact webmaster with new information and updates/corrections to current information

Support for Newsletter

Provide newsletter editor with story suggestions shared by alumni or others

Provide newsletter editor with accurate “In Memory of,” “Contribution list” and class reunion lists in required format

APPLICATIONS

Applications due ON OR BEFORE JANUARY 2, 2018

Applications shall include cover letter, resume and names/contact information for three (3) references with knowledge of applicable work or volunteer experience

Applications and other required documents may be submitted:

Email to This email address is being protected from spambots. You need JavaScript enabled to view it.

OR

Regular mail to

SHSAA

ATTN: AMANDA J. JACKSON

330 East State Street

Salem, Ohio 44460

Because of limited holiday hours, please direct any questions to Barb Loudon at This email address is being protected from spambots. You need JavaScript enabled to view it.