Office Manager

Status:
Part-Time (30 hours/week) Year Round or Full-Time (40 hours/week) Year Round
 
Purpose:
The office manager assists the executive director in overseeing the business operation of the camp on a year-round basis. The office manager must be able to work independently and as a team with guidance from the camp manager and Board of Directors. The office manager maintains all financial records for the camp. The office manager must fully believe in the mission of the camp to ensure its success and growth
 
Qualifications:

• Ability and desire to work in a Christian environment.  Knowledge of Church-related language, terminology and phrasing is helpful when working with our many church groups.  
• College degree preferred; must have prior administrative/office management experience.
• Excellent organizational skills
• Excellent time management skills including maintaining financial records
• Ability to communicate in English effectively, verbally, in writing one on one or in a group setting. 
• Ability to understand and share Calvin Crest’s mission vision and plans; able to articulate them to guests
• Personal initiative, ability to understand and embrace the mission, vision and purpose
• Desire to continue personal education, grow personally and accept organizational responsibility
• Able to serve diverse cultures and socio-economic groups so that all are accepted and included
• Personal neatness, dependability, honesty, congeniality and work schedule flexibility
• Experienced and able to use a computer and the following: MS Office (Excel, Access, Word, PowerPoint), Internet browsers and email (send/receive attachments),

• Managing reservations, contracts and pricing for all Calvin Crest constituent or guest groups.
  • Coordinate schedules, facilities, meals, recreation and other details.
  • Promote the shared use aspect of Calvin Crest’s spiritually safe environment.
  • Find creative ways to engage groups so that reservation inquiries become actual reservations.
  • Proactively follow up with groups for details
  • Communicate reservation information to Calvin Crest staff: verbally, in writing, via monthly calendar updated weekly
    • Reservation calendar and detail updated accurately in a timely manner
  • Organize and assist in leading group tours, market Calvin Crest, promote use by finding services and solutions that meet guest group needs
    • Executive Director and Office Manager share this responsibility. 
  • Follow all pricing as documented in reservation booklet and reservation policies and procedures
    • Special pricing requests should be presented to Executive Director in writing for approval
      • Proposed contract or written proposal by the group or Office Manager will suffice
  • Follow cancellation policies and procedures as documented in reservation booklet, set by Board
    • Groups may request special refunds by written request to CC Board in care of CC Executive Director
• Forge relationships with: all religious denominations, nonprofit organizations, Christian schools, Christian organizations, ‘seasoned’ citizens, civic organizations, government organizations and groups seeking opportunities within Calvin Crest’s mission parameters.
• Promote and publicize programs to targeted groups and communities

• Carry out general administrative and office functions, and assist the Executive Director with business operation tasks as requested
• Keep current and accurate files of all group reservation contracts and administrative records
• Actively participate in all staff meetings and initiatives; follow all organizational policies and procedures
• Stay informed and knowledgeable about camp and conference center administration, safety, professional and accreditation standards
• Develop and manage the office administration budget in partnership with the Executive Director
• Serve as a guest host backup and resource for retreats, conferences and groups utilizing facilities during the weekdays 
• Serve as the summer camp Registrar with registrations and provide other information for parents, campers, summer staff and volunteers
• Regularly evaluate Calvin Crest’s pricing, reservation processes and procedures to ensure they are competitive, sustain the organization and promote a user-friendly environment
• Keep work area neat and organized; keep all files or records filed on a daily basis so that other staff can locate them easily
• Distribute phone or other messages to staff promptly
• Normal working hours are between the hours of 8:00AM-5:00PM weekdays year-round with ½ hour break for lunch.  Exact working hours are to be negotiated during hiring process. 
• Any other duties or tasks as assigned or requested
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time