Office Manager

Overview

The Office Manager is responsible for driving the daily operations, communications, and donor/student engagement systems of the organization. This role ensures that fundraising campaigns, newsletters, events, donor relations, and administrative processes run smoothly and on time.

The ideal candidate is a systems thinker who is naturally organized. They are a quick learner who can intuitively capture tasks and put things in the right place with minimal supervision. Beyond executing tasks, the Office Manager is expected to manage up: thinking ahead, anticipating needs, taking initiative, and tracking future tasks and follow-up dates.

This allows the Executive Director to stay focused on relationships and vision while the day-to-day details are anticipated, organized, and managed.

Responsibilities

1. Fundraising & Donor Relations

• Draft and manage appeal campaigns (timelines, letters, mailing schedules, email series).
• Prepare and distribute impact newsletters every 34 months with stories, photos, and updates.
• Serve as point of contact for non-major donors, handling routine donor questions, receipts, and acknowledgements.
• Enter manual donations (checks, generic digital payments, wire transfers) into the CRM database.
• Generate and send receipts (email + paper for checks).
• Develop and maintain a structured system of donor communications across three tiers (Tier 1, Tier 2, Tier 3).
• Ensure consistent follow-ups, acknowledgments, and relationship-building activities are scheduled and executed according to donor tier.
• Track donor history and highlight upgrade opportunities for the Executive Director's follow-up.
• Maintain the payment processing system and troubleshoot failed payments.

2. Communications

• Respond to and manage emails that the Executive Director assigns, ensuring timely follow-up, clear communication, and escalation when necessary.
• Draft and set up weekly stakeholder/parent/alumni emails using the organization's email marketing platform.
• Coordinate event communications including flyers, RSVP pages, reminders, and text messages.
• Extend outreach through PR channels such as newspaper ads, community email lists, and other external marketing as needed.

3. Events & Community Engagement (Logistics & Coordination)

• Coordinate logistics for student events (room reservations, digital portal postings, email/text reminders).
• Coordinate student volunteers via group messaging platforms (e.g., WhatsApp).
• Track participation and follow-up with students/alumni in the Student Engagement Portal.
• Ensure all student engagements are entered in the Student Engagement Portal on a regular basis and fully updated by the end of each month to meet grant compliance metrics. Submissions must be completed by the 29th30th so that all events are counted toward grant eligibility.
• Support major seasonal holiday events: Focus on scheduling setup, managing RSVP lists, and ensuring communication flows are sent on time.
• Coordinate the creation of local community emails and printed postcards (e.g., holiday announcements, program invites). Note: This involves managing the execution and timeline, coordinating with external designers when necessary, and ensuring materials move forward smoothly.

4. CRM & Donor Management

• Manage the CRM database for donors, parents, community members, and alumni.
• Manage the Student Engagement Portal for student engagement (RSVPs and engagements).
• Process and merge all form submissions to prevent duplicates.
• Maintain accurate donor and community records in the CRM by updating address changes, correcting returned mail, standardizing formatting (e.g., fixing lowercase or all-caps entries from online forms), and conducting quarterly or as-needed data cleanups to ensure consistency.

5. Administrative Support

• Coordinating with vendors and service providers.
• Supporting project management effortsfor example, managing memorial wall projects (tracking orders, liaising with engraver, confirming installation).
• Manage recognition projects such as donor recognition displays (track eligible donors, coordinate engraving orders, and ensure timely updates for recognition displays.)
• Maintaining organized Google Drive folders and assisting with digital file management.
• Provide daily and weekly reports to the Executive Director.

Hours and Availability

8 hours per day, Monday through Friday This role requires availability for split shifts with two mandatory overlap windows:

• Morning overlap: 10:30 AM 11:30 AM
• Evening overlap: 9:00 PM 10:00 PM (some days 9:30 PM 10:30 PM)

Outside of these overlap times, additional hours can be flexible and structured as split shifts. For example:

• 9:00 AM 1:00 PM and 8:00 PM 12:00 AM