Office Manager

Alzheimer's Association - Orange County Chapter; Charleston (WV); On-site; USD 31,000 - 34,000; Full time

Job summary

Alzheimer’s Association West Virginia Chapter in Charleston is seeking an Office Manager to provide administrative support to the Executive Director and coordinate chapter operations from the West Virginia office. The role covers records management, travel and expense management, calendar management, and general correspondence to help the office run efficiently.

The position requires strong organizational skills, attention to detail and the ability to work independently in a growing, fast-paced

Qualifications

• Associate’s degree (or equivalent experience) in business administration, data management or related field preferred
• 3+ years administrative experience

Responsibilities

• Office Management: Provides general support to visitors and ensure phone coverage for West Virginia office and handle customer inquiries and complaints.
• Maintains a safe and secure working environment.
• Manages work requests, office supply orders and relationships with vendors, service providers and landlords.
• Lead efforts in identifying, analyzing, revamping, and implementing changes in chapter operations policies and procedures to continuously improve effectiveness and efficiencies; train employees and volunteers on...
• Office Support: Assists with data entry for West Virginia program rosters into the database.
• Responsible for the recruitment, supervision and training of unpaid volunteers working in the office and assists in volunteer training for fundraising events.
• Handles distribution of monthly program newsletter and posting of volunteer opportunities on appropriate boards and disseminate interested applications to the appropriate team member.
• Provides basic onsite IT support to staff as needed.
• Walk and Programs Support: Updates templates with Walk specific content for Walk collateral materials, manages large group volunteers for top market Walks, drafts eblasts and text messages.
• Designs and orders walk signs and supplies
• Coordinates truck rentals and other logistics for Walk season.
• Provides administrative support as assigned for chapter programs (Care and Support) and fund-raising (Revenue) initiatives, projects and events includes audits of program data to ensure accuracy and completion.
• As needed, assists with welcome calls to teams.
• Accounting: Responsible for in-person processing of mail and revenue for West Virginia and serve as a virtual processor for West Virginia mail processing.
• Ensures that all items are invoices and paid on time.

Skills

Strong organizational skills

Attention to detail

Ability to analyze information

Independent worker

Excellent proofreading skills

Effective communication

Canva

Adobe Creative

Education

Associate’s degree (or equivalent) in business administration, data management or related field

Tools

CRM systems (Convio)

Luminate

Personify

Job description

Position Summary

The Office Manager provides administrative support to the Executive Director and provides administrative and operational support to the West Virginia Chapter. This position ensures efficient and effective operations in West Virginia by coordinating activities and developing strong relationships with other departments and team leads to ensure the office operations run efficiently. This position serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to operations coordination and support, records management, travel & expense management, meeting management, general document preparation, calendar management, general correspondence and special projects.

Responsibilities

Essential functions and responsibilities include, but are not limited to:

• Office Management:
• Provides general support to visitors and ensure phone coverage for West Virginia office and handle customer inquiries and complaints.
• Maintains a safe and secure working environment.
• Manages work requests, office supply orders and relationships with vendors, service providers and landlords
• Lead efforts in identifying, analyzing, revamping, and implementing changes in chapter operations policies and procedures to continuously improve effectiveness and efficiencies; train employees and volunteers on
• Office Support:
• Assists with data entry for West Virginia program rosters into the database.
• Responsible for the recruitment, supervision and training of unpaid volunteers working in the office and assists in volunteer training for fundraising events.
• Handles distribution of monthly program newsletter and posting of volunteer opportunities on appropriate boards and disseminate interested applications to the appropriate team member.
• Provides basic onsite IT support to staff as needed.
• Walk and Programs Support:
• Updates templates with Walk specific content for Walk collateral materials, manages large group volunteers for top market Walks, drafts eblasts and text messages.
• Designs and orders walk signs and supplies
• Coordinates truck rentals and other logistics for Walk season.
• Provides administrative support as assigned for chapter programs (Care and Support) and fund-raising (Revenue) initiatives, projects and events includes audits of program data to ensure accuracy and completion.
• As needed, assists with welcome calls to teams.
• Accounting:
• Responsible for in-person processing of mail and revenue for West Virginia and serve as a virtual processor for West Virginia mail processing.
• Ensures that all items are invoices and paid on time.

Qualifications

• Associate’s degree (or equivalent experience) in business administration, data management or related field preferred
• 3+ years administrative experience

Knowledge, Skills And Abilities

• Strong organizational skills and attention to detail
• Ability to analyze information; to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders; make timely and appropriate decisions.
• Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment; flexibility and adaptability are essential.
• Excellent proofreading skills
• Must be able to communicate effectively with people of diverse backgrounds
• Excellent telephone and in person customer service skills
• Experience with Canva and/or Adobe Creative preferred
• Experience with CRM System such as Convio, Luminate, and/or Personify a plus
• Ability to work evenings and weekends (as needed)
• Agreeable to assist at events offsite (as needed)

Title: Office Manager – West Virginia Chapter

Position Location: Charleston, West Virginia

Full time

Position Grade & Compensation

Grade 103 (hourly) The Alzheimer's Association’s good faith expectation for the salary range for this role is between $22.50 to $24.50 per hour

Reports To: Executive Director

Who We Are

The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to lead the way to end Alzheimer's and all other dementia– by accelerating global research, driving risk reduction and early detection, and maximizing quality care and support.

The Alzheimer’s Association announced a landmark $100 million investment in research for 2023. This unparalleled commitment is illustrative of the momentum we are building in dementia research — our investments today will lead to breakthroughs tomorrow.

At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,900 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.

We warmly invite qualified applicants to consider this opportunity to make a life-changing impact on the millions living with Alzheimer’s, their caregivers and those that may develop the disease in the future. Read on to learn more about the role, then visit our website www.alz.org/jobs to explore who we are and why we've been recognized as a Best Place to Work for the last twelve years in a row.

At the Alzheimer's Association®, we believe that diverse perspectives are critical to achieving health equity — meaning that all communities have a fair and just opportunity for early diagnosis and access to risk reduction and quality care. The Association is committed to engaging underrepresented and underserved communities and responding with resources and education to address the disproportionate impact of Alzheimer’s and dementia.

The Alzheimer’s Association commitment remains steadfast in engaging all communities in our full mission. The Association provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment to the fullest extent required by law, including, but not limited to, on the basis of race, color, religion, age, sex, national origin, gender identity, disability status, genetics, protected veteran status, sexual orientation, or any other legally protected characteristic.

• Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, long term care insurance, tuition reimbursement, generous Paid Time Off, 12 annual holidays and Paid Family Leave, as well as an annual Cultural & Heritage Day and Volunteer Day of their choosing. They are also eligible for our gold standard 401(k) retirement plan.
• Full time employees (37.5 hours/week), will enjoy all of the above plus an annual School Visitation Day and an Elder Care Facility Day of their choosing.