Temp Office Manager
4 weeks ago
Job Title:Temporary Office Manager
Position Type: Temporary Full-time and/or Part Time
Department/Group: Administration
Reports To: Retreat Directress
Monday-Friday 8:00am-4:30pm
- Anticipated Duration: Approximately 5 months_
**Mission Statement**:
Our mission is t_**o stand in the presence of the living God and, with Mary, make known to the world the love of the Sacred Heart of Jesus. **_We accomplish this mission by _**drawing closer to the Heart of Jesus**_ through our three strategic anchors: _Called to Greatness, Journeying Together and Healing_.
Our vision is to provide a spiritual oasis where through our Marian hospitality, all are invited to live in the presence of the Living God.
We are committed to providing Catholic programs that are rooted in Christ and the Gospel, in loving service and loyal to the magisterium of the Church. We value the dignity of each person as a child of God, as expressed in the Spirit of Mother Luisita. We believe in the sacredness of the family and support families ("the domestic Church") through our programs. We provide a welcoming oasis of peace, joy, and security to facilitate an encounter with God for each person.
**Purpose of Your Job Position**:
The primary purpose of your job is to assist the Retreat Directress in providing an efficient and orderly environment for the administration of the retreat house. Additionally, the Temporary Office Manager assists in providing a secure and safe campus for all those who live on and visit the campus.
**Qualifications and Education Requirements**:
- Bachelor’s Degree
- 5 years related experience, preferably in (but not limited to) office administration, management, finance, and/or database administration
**Job Functions**
Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.
**Skills and Job Requirements**:
- Comfort with PCs, Microsoft Office Outlook, Word, Excel, Teams, and OneDrive.
- Comfort with CRM databases, preferably **Salesforce**.
- Concrete tactics for staying organized, ensuring multiple departments are on the same page, and managing shared files.
- Ability to keep confidential all payment and retreatant personal information.
- Manage multiple simultaneous projects and shift priorities as needed.
- Knowledge and enforcement of Retreat House safety policies.
- Lives out the mission statement in all interactions and work decisions.
**Duties**:
**Receptionist Supervision Duties**:
- Oversees and manages Front Office Receptionist.
- Completes 60-day and annual performance evaluations.
- Holds weekly and as-needed check-ins.
- Approves timecards and time off requests.
- Provides coverage/support to Receptionist and Gift Shop as needed.
**Financial Duties**:
- Creates and send deposits, agreements, and final invoices for Carmelite community and outside rentals.
- Processes and manages financial reports including Retreat Reconciliations, Invoices, and Charity Tracking.
- Follows up on non-payments for retreats and rentals.
- Reviews and processes “Held for Review” transactions in Authorize.net.
- Liaises with Raiser’s Edge Coordinator on proper coding for month-end reports.
**Database, Web, and IT Duties**:
- Manages Salesforce CRM database (utilizing AC Events, Native Planner Plus, and Community Cloud) with occasional support from Receptionist and Assistant Retreat Directress.
**a. **Create and modify public retreats, private rentals, Priest retreats, and Carmelite Community events.
**b. **Create and modify reservations and cancellations.
**c. **Create and modify transactions, transfers, and refunds.
**d. **Send pre and post event reports to different departments including kitchen, development, facilities, etc.
**e. **Lead weekly Logistics Meeting to prepare different departments for upcoming retreats/events.
**f. **Contact AC Events for support/troubleshooting as needed.
**g. **Sends sign-up reports to District Captains upon request.
- Contacts Carmelite Community web team for retreat/event related web requests.
- Acts as the Retreat House’s point person with Carmelite IT Staff.
**Other Duties**:
- Displays Carmelite hospitality in greeting retreatants, guests, and vendors.
- Orders office supplies and tracks spending against budget.
- Responsible for maintaining cleanliness of assigned portion of Admin Office
- Supports the Assistant Retreat Directress with Priest Retreat and Rental inquiries and planning in peak times
**Job Types**: Full-time, Temporary
Pay: $30.34 per hour
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Work Location: In person
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