Office Manager
Full Time or Part Time Hourly Position
The Office Manager is a unique and demanding position focused on organizing and supporting the day-to-day office operations of the non-profit, from scheduling to donations to communications to special projects. It takes a diverse set of skills – and an amazing individual – to really thrive in the role! You will interact with almost every part of the organization. Your single-most important trait is flexibility because while we always have a plan, nothing ever goes to plan! To succeed in this role you will be a master at time management and shifting priorities. You have stellar organizational skills and outstanding follow-through. You can juggle a multitude of competing demands and get them done under pressure. You are a hard worker who can solve problems and operate without oversight, but know when to ask for help or direction. You have incredible attention to detail. You provide high touch customer service with impeccable discretion. You’re a life long learner open to new ideas and improving, who brings a balance of confidence and humility to the role. Prior experience managing a busy office and working independently is key. Demonstrating a positive, can-do attitude in all situations is critical for success. Reporting to the Executive Director, this is an individual contributor position although you may oversee occasional volunteers.
Responsibilities
Support the Executive Director, helping to maintain the daily activities at the Sanctuary.
Organize office operations and procedures. Working with the Executive Director, establish and formalize new protocols for office operations.
Create and maintain a warm and welcoming atmosphere in the Greeting Center/Office and receive all visitors/guests to the Sanctuary.
Manage daily phone calls and email; working with the Executive Director, develop basic protocol for the sometimes complex and delicate nature of this communication, while always maintaining kindness and discretion.
Receive daily mail, prioritize and disposition, prepare return correspondence.
Manage mail donations, including preparation of bank deposits.
Perform basic bookkeeping; organize bank deposits, prepare bills for payment, organize and file receipts, keep accurate accounting of petty cash.
Submit weekly employee hours to Payroll.
Act as point person for maintenance, mailing, shipping, supplies, equipment, bills, and run errands as needed.
Manage office equipment, including computers, printers, etc (there is additional support for software maintenance).
Create and maintain business records ensuring accuracy and validity of information; prepare and file forms and other documents as directed.
Monitor inventory and order supplies as needed.
Assist with employee onboarding processes.
Maintain communication with the Board of Directors, and help prepare information as desired for meetings and compliance needs.
Maintain communication with the Director, Donor Relations & Development, and help prepare or provide information as needed.
Maintain communication with the Accounting team and Board Treasurer, and help prepare or provide information as requested.
Provide excellent customer service to all staff, guests, donors, and vendors.
Maintain trusted relationships with suppliers, customers and colleagues.
Welcome and manage office volunteers; direct farm volunteers to appropriate farm staff.
Help organize and host special guests/events (currently only a few annually).
Perform community outreach; networking with local businesses for mutual benefit and promotion.
Other duties as required.
Qualifications
At least five (5) years experience working as an office manager, operations manager, chief of staff or another relevant role
Bachelor’s degree preferred
Willing and able to perform all responsibilities and duties
A self-starter with proven results working in an independent environment
Proficiency with Microsoft Office suite (Word, Excel) and Google suite (G-drive, Mail), cloud retrieval/storage, online shared calendars, shared database programs, other computer office programs
Welcoming personality with a strong customer service mindset
Thorough understanding of office and information management procedures
Excellent organizational and time management skills
Analytical with aptitude for problem-solving
Demonstrated written and oral communication skills
High attention to detail
Ability to maintain absolute confidentiality
Inspired to learn and improve and open to taking direction
Demonstrates and maintains a positive and respectful attitude
Strong team player always willing to help others
Prior experience animal rescue or other nonprofit operations a plus but not required
Knowledge of equines a plus but not required
Must have the legal right to work in the United States
Schedule
If full time,
8:00am - 5:00pm with one hour lunch break
Five (5) days a week; primarily Monday thru Friday but may shift to include Saturday hours during summer weeks
If part time,
Flexible hours available, but must provide core coverage from 10:00am - 2:00pm daily
Four (4) days a week; to be determined by Executive Director, to include Saturday hours during summer weeks
Compensation & Benefits
Starting wage of $18-20/hour depending on experience, with opportunity for increases with excellent performance
Paid time off, sick days, paid daily leave, holiday pay
How to Apply
Download and complete the Job Application below. Submit completed application along with a cover letter and resume to info@rosemaryfarm.org. In your cover letter, please tell us about your interest in our mission, your related experience and accomplishments, and your professional goals. We look forward to hearing from you!
Rosemary Farm Sanctuary is an equal opportunity employer and is committed to providing a workplace free from harassment and discrimination. The Sanctuary celebrates the unique differences of each employee because they make the team better. Rosemary Farm does not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity or expression, age, marital status, veteran status, disability status, pregnancy, parental status, genetic information, political affiliation, or any other status protected by the laws or regulations in the locations where it operates.