Office Manager

The Junior League of South Bend, Inc. (JLSB) is a registered nonprofit organization focused on developing civic leaders and making a positive impact in the community. Comprised of nearly 250 dedicated members, JLSB volunteers contribute thousands of hours annually, resulting in significant economic support for the South Bend-Mishawaka region.

The Office Manager is responsible for making decisions based on established policies, procedures, functions and activities of the Junior League of South Bend. They serve as the Assistant of the current President, but also assists other Leadership Team members when appropriate. This position holds established office hours and maintains the office space for member use, averaging about 15 hours per week, and must be available approximately 1–2 evenings per month to attend meetings such as General Member Meetings, Governance Board Meetings, and Budget Meetings.

• Performs without constant consultation with superiors, operating within the framework of established policies and procedures.
• Answers JLSB office phone, updates the JLSB voice message system, retrieves messages, and answers questions and refers to appropriate member if necessary.
• Checks email daily and responds/processes accordingly and emails membership with announcements, updates, and pertinent information.
• Receives incoming mail and distributes to appropriate person/s.
• Provide support for Member Essentials use to VPs and chairs, update calendars (Member Essentials and Google Calendars), reminders, set up events, sign‑ups, and troubleshoot member issues.
• Assist with updates to the JLSB website as requested.
• Purchase and inventory office supplies and postage with approval from the Treasurer and within the approved annual budget.
• Create mail merges for Dues letters, Project letters, Sponsor letters, Endowment push, fundraisers, and tax letters. Stuff, stamp and send as needed.
• Print and prepare agendas, minutes, council reports, slides and other materials for meetings.
• Maintain Quick Books (accounting system) which includes setting up the budget annually, entering all deposits and printing checks for each bank account and creating reports as needed. Manage receipt and reminders of dues.
• Reconcile the bank statements monthly for JLSB accounts, pay bills, create reimbursements and make deposits.
• Be the master account holder for vendor accounts and assign users/access as needed.
• Communicate with the Auditor to get all needed documents information for annual audit or review in collaboration with the Treasurer.
• Keep Member Essentials up to date with any member address or other changes to their profile and provide support for members.
• Maintain documentation for donor payments for Holiday Ball to track expenses and revenue and send out thank you notes to donors for donations made and tax letters.
• Keep the office and its systems in good working order and communicate with the property manager about facility needs/issues.
• Help with May Dinner preparation such as emails, Save the Date mailing, invitations and program.
• Provide support and materials for Leadership Team transition meetings and retreats.
• Other duties as assigned.

• Strong communication skills, both written and verbal.
• Proficiency in administrative assistance and office administration.
• MS Word, Excel and Google Docs experience.
• Website administration (Wordpress) and bookkeeping software experience preferred.
• Knowledge of office practices and procedures.
• Ability to perform all duties independently, without immediate or constant supervision.
• Ability to work closely with multiple volunteer leaders.
• Excellent customer service skills to interact effectively with members and stakeholders.
• Ability to multitask, prioritize responsibilities, and work independently.
• Familiarity with nonprofit operations is a plus.
• Bachelor’s degree or equivalent experience is preferred.