Office Manager

Shiloh Summer Camp Inc; Oklahoma City (OK); On-site; USD 42,000 - 60,000; Full time

Job summary

Shiloh Adventures is seeking an Office Manager to run the ministry’s office, HR, finances, and IT systems. You will support the Executive Director, supervise staff, and implement initiatives within budget while coordinating PR/marketing and event logistics.

The role requires strong organizational and communication skills, comfort with multi-tasking, and a commitment to the ministry’s values. Spring/summer camping season involvement is expected.

Qualifications

• Mature Christian believer aligned with Shiloh Adventures' Statement of Faith.
• Experience coordinating office operations, HR, bookkeeping or payroll.
• Strong communication, organization and multi-tasking skills.

Responsibilities

• Lead day-to-day office management including IT, scheduling, admin, reporting and payroll.
• Supervise part-time staff and coordinate with full-time colleagues.
• Implement office initiatives with the Executive Director within budget.
• Manage marketing communications, publications and branding consistency.
• Maintain website updates and handle printed materials and logistics for events.
• Coordinate purchasing, facilities inspections and compliance procedures.

Skills

Office management

HR administration

Payroll processing

Budgeting & bookkeeping

Communication

Event planning

Microsoft Office

IT support liaison

Website & marketing coordination

Education

High school diploma or equivalent

Tools

Microsoft Office

Excel

PowerPoint

Job description

DescriptionJust as every football team needs a quarterback, Shiloh Adventures needs someone to make plays and play call the administration in our office. The Office Manager role is to ensure the efficient operation of Shiloh’s Office, human resources, financial, legal, marketing, and technology systems. This includes providing the Executive Director (ED) with tools and infrastructure solutions to accomplish the overall vision and mission of the ministry.The Office Manager will consult regularly with the ED to assess what operational/communications needs exist for the ministry as well as recommend solutions. The Office Manager will be responsible for implementing these solutions within their responsibility areas and budget.The Office Manger reports to the Executive Director.ResponsibilitiesLead all aspects of day-to-day office management including IT, scheduling, daily administration, correspondence, reporting, financials, bookkeeping, and payroll and recordsSupervise part-time office staff and lead for communication to other full-time staffCoordinate and implement new and/or revised office management initiatives developed with the EDManage communications and operations within budgetAscend Leadership Administration and Communication Coordinator: staffing, registration, bookkeeping, programs communicatorBookkeeping: Bookkeeper interface and contact person - ensure that necessary reports are available for board meetings and ED needsPetty Cash: Management and record keeping. Debit card managementBill pay: Pay bills in accordance to timely pay schedulesProperty gate management codes and entry permission in conjunction with EDStaff Processor: Applications management, payroll, paperwork, database management, interview scheduling, contract/reference distribution, update materials, post camp communicationsWork closely with the ED and with assistance from the Community Connections Director (CCD) to develop PR/marketing to effectively communicate ministry offerings and function (New overall ministry brochure, Ascend brochure, ropes brochure, camp and staff applications, and special event publications). Keep updated printed materialsImplement PR and marketing initiatives within the scope of provided budgets and expected timelines (May be delegated to Office Assistant or CCD when role is filled)Coordinate the logistics and information intake/output for Shiloh events and fundraisers in conjunction with CCDOversee existing website and ensure that necessary updates are made and website is current, easy to use, and effectively communicates needed information for stakeholders and inquiring site guests. Primary communicator with IT supportPrinted material coordination (brochures, applications, flyers, etc.)Phone systems, printers, computers, products, office supply needs coordinationConduct satisfaction surveys for campers, parents, and ministry partnersWork with the ED to develop and implement all functional (e.g., safety, liability, administrative, etc.) policies and procedures including those for staff training, camper registration, ropes course, etc. and keep updated related manualsOperations Manual: In conjunction with ED and Team Support Director (TSD), develop organizational operations manual consistent with Statement of Belief, summer playbook, Atmosphere Statement, Organizational Policy and areas of needed clarityCreate and ensure a consistent and cohesive communication of the Shiloh “brand” throughout all publications and communications across the ministry. Updating fonts, language, color pallet, and logo to the new branding designPurchasing: Acquire through purchase or donation the equipment and supplies in order to meet operational requirements of camp including the camper meals for summer camping season, pre camp orders, water bottles, bibles, t-shirts, trinket gifts, summer signage, snacks, drinks, activity supplies and sporting equipment, porta potty's and trash bin service, etc. (Qualified Office Assistant or TSD may perform this task)In conjunction with the TSD, coordinate inspection schedules for all facilities (fire/health department inspections, repairs, city permits, etc.) and associated equipmentOffice/porch: Maintain order, cleanliness, décor, and professional environment appropriate to the changing seasonal requirements. Order and stock with appropriate supplies (i.e. paper products, cleaning supplies, etc.). Maintenance will assist you with the daily needs. Please let him know of specific needs. Basic office security: Proper record and document storage, and alarm security account maintenance. Open/close office facilityUseable information secured through Financial Reports year-to-year comparisonsSpiritual ResponsibilitiesMature Christian believer with strong biblical knowledge and in agreement with Shiloh Adventures' Statement of FaithStudies and applies God’s word to daily living and seeks God’s will for directionActively involved in local church and pursing spiritual growthPursue integrity, serving, teamwork, and excellence - privately and publiclyWilling to share personal testimony and faithAble to lead in the discipleship and spiritual encouragement of volunteer and summer staffProfessional AttributesPassion for urban ministry and able to engage and flow in a multi-ethnic environmentAction-oriented problem solver and self-starterStrong people skills and communication skillsOrganized and detail-orientedWilling attitude in working with the rigors of the camping environmentProfessional demeanorBasic computer skills including Microsoft Office, Excel, and PowerPointMulti-tasking abilityEvent planning experience desiredHuman Resource experience helpfulGrant writing experience desiredAvailable to work beyond the regular work day for camp sessions, retreats, or special events as neededOpen to working indoors and outdoors in a camping environmentAvailable for extended work hours during the summer camping season