Office Manager

Position Announcement

Job Title: Office Manager

Supervisor: Executive Director

Classification: Full-time, Permanent

Work Location: Kalispell, Montana

The Nate Chute Foundation supports, educates, and empowers our communities to promote mental wellness and reduce suicide.

The Nate Chute Foundation was founded in 1999 by Terry Chute and Jane Kollmeyer. Thanks to unwavering community support, NCF has grown from an all-volunteer, kitchen-table organization to a robust nonprofit with staff serving communities throughout northwest Montana.

NCF provides evidence-based and evidence-informed training and educational programs to schools across the Flathead Valley, and to various organizations and communities. These initiatives aim to build resilience and increase intervention efforts throughout the county. Additionally, NCF strives to enhance access to mental health services by offering financial aid for professional counseling to individuals grappling with mental health issues.

The Office Manager at Nate Chute Foundation is a vital member of the organization and is responsible for the day-to-day management of its operations. The primary role of this position is to ensure both individuals and organization function efficiently. This would include acting as a liaison within the company among departments and interacting with external stakeholders for the benefit of the organization.

• Provide comprehensive administrative support to staff and leadership.
• Greet visitors and answer incoming calls, providing information and assistance as appropriate.
• Compassionately interact with individuals seeking information, resources, and support related to mental health and suicide prevention.
• Handle sensitive and confidential information with discretion.
• Ensure the office environment is safe, clean, organized, and well-maintained.
• Coordinate with vendors and service providers for office maintenance and repairs.
• Oversee office organization, supply ordering, and maintenance of office equipment and furniture.
• Schedule meetings, appointments, and conference room reservations.

• Review staff time records and assist with processing biweekly payroll.
• Coordinate staff scheduling.
• Support the onboarding and orientation of new employees.

• Assist with scheduling and coordinating organizational trainings and educational events.
• Coordinate logistics for internal and external events, including venue reservations, catering, registration, and invitations.
• Manage the internal events calendar and maintain conference room and ballroom scheduling for in-house workshops, meetings, and trainings.

• Manage communication, scheduling, and logistics for NCF-led programs, including Bluebird Box for suicide loss survivors, The Nest peer support group, and the Annual Youth Summit.
• Maintain Bluebird Box inventory, prepare boxes for distribution, and track distribution to community members and program partners.

• Monitor office and program supply inventories and place orders as needed.
• Track expenses and maintain receipts for grant reporting and coding purposes.
• Manage the distribution and allocation of office and program supplies in alignment with approved budgets and grant requirements.

• Answer the main office phone line and route calls appropriately.
• Monitor voicemail, PO Box, and general organizational email inboxes.
• Serve as a primary point of contact for internal and external communications.
• Facilitate communication among staff, leadership, and the Board of Directors to support efficient operations, including coordinating weekly staff meetings and bi-monthly reporting.
• Assist with the preparation and distribution of board meeting packets.
• Generate reports in Bloomerang to support donor communications, mailing lists, and organizational outreach efforts.
• Assist with drafting, distributing, and tracking donor and community partner acknowledgments and thank-you correspondence.

• Manage organizational software platforms, including Last Pass, Google Workspace, Reg Fox, Calendly, Squarespace, and others as assigned.
• Liaise with IT service providers to ensure office technology functions effectively.
• Troubleshoot minor technology issues and elevate concerns as needed.
• Support organizational compliance with IT security policies and procedures.

• Bachelor's degree or an equivalent combination of education, training, and experience demonstrating the ability to successfully perform the duties of the position.
• Proficiency with Google Workspace, Microsoft Excel, Word, and PowerPoint required.
• Knowledge of fundraising practices, nonprofit operations, and basic accounting principles preferred.

• Exceptional attention to detail.
• Excellent organizational and time management skills, with the ability to prioritize competing responsibilities and meet…