Office Manager (Swedish-American Historical Society)

North Park; Chicago (IL); Hybrid; USD 23,000 - 32,000; Part time

Job summary

North Park University is seeking an Office Manager to oversee day-to-day operations of the Swedish-American Historical Society in coordination with the board. Responsibilities include handling inquiries, managing the membership database, processing revenue and donations, updating the website, and coordinating meetings and events.

The role combines on-site work at the North Park University campus with remote tasks, averaging about 12 hours per week across 18 hours maximum, with a 60% on-site and

Qualifications

• Office management or administrative experience required.
• Attention to detail and accuracy.
• Excellent written and verbal communication.
• Strong organizational and planning skills.
• Ability to multitask and prioritize work.
• Self-motivated and positive work environment.

Responsibilities

• Promptly respond to inquiries via mail, email, and social media.
• Be the first point of contact for members and the public.
• Manage membership database, renewals, and correspondence.
• Process book and event sales.
• Process revenue and donations using QuickBooks and deposits.
• Update website content and post on social media; use MailChimp.
• Maintain print and digital files and prepare records for archives.
• Assist with meetings and events in coordination with committees.
• Organize and maintain office operations.

Skills

MS Office Suite

Google Drive

ACT! membership database

Zoom

Office management

Communication skills

Organization

Tools

WordPress

QuickBooks

MailChimp

Job description

Position Summary

The office manager is responsible for the day-to-day operations of the Society, in consultation with the board chair and the treasurer, Main tasks include handling correspondence (print and email), managing the membership database and renewals, financial revenue, mailings, Mailchimp updates, social media posts, and web-based technology. The office manager is the personal face of the Society to members, potential members, persons contacting the Society for a variety of reasons, and at public events.

Reports to: Executive Committee (Board Chair and Treasurer) of the Swedish-American Historical Society; employed through North Park University.

About the Society

Established in 1948, the Swedish-American Historical Society https://www.swedishamericanhist.org/ is a non-profit organization centrally managed from its office on the campus of North Park University on Chicago’s north side. Members (across the United States and internationally) support the Society’s mission of studying Swedish emigration, the history and culture of Swedish immigrants and their descendants in North America, and the ongoing history of relations between the United States and Sweden, through research, publications, public programs, and archives.

Hours and Location:

Up to 18 hours weekly based on current Society projects and events, averaging 12 hours weekly, On-site at North Park University 60%. Remote 40%. Occasional duties at special public events on evenings and weekends.

Essential Responsibilities

• Promptly receive and respond to all inquiries, including mail, email, and social media messages.
• Serve as members’ and the public’s first point of contact, promptly responding to inquiries and forwarding needs and concerns to the appropriate officer or committee.
• Manage Society membership database, mailing lists, renewals, and correspondence.
• Responsible for membership mailings, including packaging and mailing books.
• Process book and event sales.
• Process revenue and incoming donations using QuickBooks and drop-off bank deposits.
• Track donations and send acknowledgment letters.
• Update content on the website as needed, post on social media accounts, and send updates via MailChimp on a regular schedule in consultation with the board chair, treasurer, and Communications and Membership Committee.
• Maintain print and digital files and prepare records to transfer to the archives.
• Assist with meetings and special events in coordination with the Program Committee.
• Assist with meetings and production of newsletter Glimtar and other news announcements in coordination with the Communications and Membership Committee.
• Assist committees and board in scheduling and arranging video meetings.
• Organize and maintain office operations.
• Other office duties may be assigned.

Salary: $20 per hour

Essential Qualifications

• Facility with software applications: MS Office Suite; Google drive and email; ACT! membership database (or similar platform); and Zoom meeting software.
• Proven office management, administrative or assistant experience
• Attention to detail and accuracy.
• Self-motivated.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills.
• Excellent time management skills and ability to multitask and prioritize work.
• Committed to building strong working relationships and a positive work environment.

Desired Qualifications/Skills/Experience

• WordPress website editing skills or willingness to be trained.
• QuickBooks, or willingness to be trained.
• MailChimp or similar messaging service.