Office Manager

Position Summary

The Office Manager provides comprehensive administrative and operational support to ensure smooth daily operations of the Museum. This position is critical in coordinating communications, maintaining records, assisting with financial documentation, and supporting all museum programs, events, and rentals. The ideal candidate is highly organized, self‑directed, and comfortable interacting with the public. This is an on‑site position, Monday through Friday, with occasional night and weekend support for events.

• Greet visitors, answer phones, and respond to general inquiries (phone, e‑mail, mail) in a professional and timely manner.
• Open, sort, and distribute incoming mail; prepare outgoing mail including membership mailings.
• Maintain organized filing systems (physical and digital) for correspondence, membership, events, and financial records.
• Order and maintain office supplies and printed materials.
• Maintain and update the museum calendar, website content (basic updates), and social media postings as directed.

• Process membership applications, renewals, and donations; update membership database.
• Prepare and deposit incoming checks/cash; maintain accurate records of all transactions.
• Scan all financial documents, invoices, checks, event registrations, venue rentals, rent checks, deposit slips, and send to bookkeeper.
• Generate membership and donor acknowledgment letters and tax receipts as directed.
• Work with the Board of Directors and specifically with the Grants Committee to maintain grant reporting records.

• Provide logistical support for all museum events and programs including set‑up, coordination with vendors, catering, and volunteers.
• Track event RSVPs and maintain participant records.
• Communicate with event vendors (e.g., tent rentals, caterers) and ensure required paperwork (e.g., insurance) is collected.
• Coordinate on‑site needs the day of events (e.g., signage, registration tables, supplies).
• Prepare post‑event reports (attendance, revenue, feedback).

• Respond promptly to rental inquiries; provide tours of facility when needed.
• Prepare and process rental agreements; collect rental deposits and balances.
• Maintain rental calendar; coordinate with renters and internal staff regarding set‑up and clean‑up.
• Ensure renters comply with museum policies and handle incident reporting if necessary.

• Prepare newsletters, e‑mail blasts, flyers, and promotional materials as directed.
• Assist with donor and membership communications, ensuring accuracy and timely delivery.
• Maintain contact lists and assist with targeted outreach for events, membership, and fundraising campaigns.

• Assist with scheduling volunteers for events and day‑to‑day tasks.
• Maintain volunteer contact list and assist with communication and appreciation initiatives.

• Maintain and secure appropriate records (membership, events, rentals) consistent with nonprofit standards.
• Track and provide required reports to Board committees (e.g., event results, membership trends).
• Adhere to all applicable museum policies and legal requirements (e.g., confidentiality).

• Provide administrative support to the Board as needed.
• Flexibility to assist in areas outside primary responsibilities when needed, especially during peak event periods.

• Prior experience in administrative support, nonprofit operations, events coordination, or customer service preferred.
• Excellent organizational, time management, and multitasking skills.
• Strong interpersonal and communication skills (written and verbal).
• Competency in MS Office, specifically MS Word and MS Excel; experience with Bloomerang and social media a plus.
• Comfortable working independently and taking initiative.
• Availability to work occasional evenings or weekends for events.

• Ability to lift up to 25 pounds and assist with event set‑up as needed.
• Must be able to stand, walk, bend, and carry supplies for extended periods during events.

Primarily on‑site at the museum during regular business hours (schedule to be determined with the Board of Directors). Flexible schedule may include evenings and weekends depending on museum demands.