Administrative Manager

Summary:

Chi Omega Fraternity is seeking qualified applicants for the position of Administrative Manager. This position is salaried, full-time, exempt and reports to the Chief Financial Officer.

• Customer Service and Administrative Support
• Overseeing the administrative staff in providing superior customer service by responding quickly and accurately to incoming emails and phone calls to the Executive Headquarters.
• Managing the Administrative team at Executive Headquarters to ensure all projects and tasks are completed efficiently and effectively.
• Reviewing and creating documents to ensure Chi Omega brand standard are met. Overseeing electronic fund transfers and financial transactions as requested
• Supporting managers, volunteers, and members with various administrative and database tasks.
• Monitoring budget and reconciling invoices for department expenditures.
• Coordinating and conducting tours for visitors to the Executive Headquarters upon request.
• Completing additional projects for the Fraternity upon request. Logistics and Events
• Planning and executing shipping logistics for regional and national events.
• Managing the operation of office equipment and inventory of supplies.
• Serving as onsite planner for Executive Headquarters staff events.
• Preparing materials and supplies for regional and national events.
• Monitoring inventory for our off-site storage facilities between events.
• Maintaining shipping software including Fed Ex Ship Manager, Quadient, and USPS mail system.
• Controlling inventory of shipping and office supplies, correspondence materials, and chapter supplies.
• Supporting the Systems team in maintaining and monitoring hardware inventory including keeping timely and accurate records for any loaned items.
• Ensuring access procedures are followed for visitors and vendors to Executive Headquarters.

• At least 2 years of experience in an administrative office setting.

• Outstanding data entry and date quality assurance skills.
• Experience with Microsoft Office 365 products.
• Ability and willingness to learn new software skills and procedures.

• Demonstrated excellence in a customer service role.
• Excellent computer skills, including experience with Microsoft Office 365 products, Adobe, and membership databases.
• Experience managing teams and projects.
• Experience working with a volunteer organization is a plus.
• Excellent oral and written communication skills.
• Attention to detail and strong organizational skills.
• Excellent interpersonal skills, including an optimistic, flexible attitude.
• Ability and willingness to cross-train and learn new database skills and procedures.
• Ability to lift upwards of 50lbs.
• Membership in Chi Omega is preferred but not required.

This position is located at the Executive Headquarters in Memphis, TN.

Occasional travel to support Chi Omega’s national Convention, other national meetings, and professional trainings.

Founded in 1895, Chi Omega Fraternity is the largest women’s fraternal organization in the world with over 429,000 initiated Sisters and 182 collegiate chapters. Chi Omegas bring the Fraternity’s founding purposes to life, one woman at a time, through friendship, personal integrity, service to others, academic excellence and intellectual pursuits, community and campus involvement, and personal and career development. Chi Omega’s shared values inspire Sisters to serve the world for a lifetime.

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