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Office Manager

Navy Supply Corps Foundation

Superior, WI, United States Salary : $ 18.06 per hour Apply Now
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Job Type: Full Time

Category: Administrative Support

Key Skills:

training Internship - <p>if You Make Hearts Beat Faster, Your Own Has To Be In The Right Place. Key Skills

  • Excel||PowerPoint||Microsoft Office||ms Office||Billing||Microsoft Word||OSHA||HIPAA||strong Communication||Project Management

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The Navy Supply Corps Foundation (NSCF) is hiring for the

Office Manager position

(formally called “Administrative Assistant”). This is an excellent opportunity for the right individual to serve our Community in a meaningful and dynamic way.

Interested Candidates

, please see below to learn more about the position and for detail on how to submit your application. The NEW Office Manager will start no later than 1 February 2022. The Foundation’s current Administrative Assistant , Ms. Cindy Inglett, will be retiring at the end of January 2022.

Position Title:

Office Manager

Reports To:

Executive Director of the Navy Supply Corps Foundation

Position Type and Minimum Commitment:

Hourly, full-time (40 hours per week; 52 weeks)

Compensation

: Competitive within foundation geographic area. There is also the potential for a performance bonus.

Benefits:

Accrued vacation time and eligibility to participate in the Foundation’s Simplified Employee Pension (SEP) Plan.

Job Location

: The location for the Office Manager is virtual and the selected candidate will work from his or her home office. The Navy Supply Corps Foundation headquarters is currently located in Watkinsville, GA. Other occasional travel in support of board meetings and other Foundation activities may be required.

Position Description Executive Summary:

The Office Manager serves as the Foundation’s bookkeeper and administrative assistant, providing various clerical and accounting services. This includes data entry, monitoring finances, recording expenses, depositing checks in accounts, recording of financial transactions, processing invoices and payments, updating and maintaining the general ledger, recording of debits and credits, and making bank deposits.

The Office Manager duties involve basic clerical support, distributing information, answering phone calls, and processing, sending, and receiving correspondence. Additional duties include Chapter support and website assistance, membership account access and support, updating Foundation website content, and maintaining a donor base and donor tracking system.

Primary Position Responsibilities:

1. Bookkeeping in QuickBooks including

  • Recording deposits, recording donations to accounts, preparing, preparing checks for bills and invoices
  • Processing Sales Orders
  • Maintaining inventory of history books and regalia

2. Specialized communications including:

  • Gift acknowledgement letters
  • Announcements and meeting notices
  • Web page updates and news
  • Coordination of Oakleaf (newsletter) material with Communications Director
  • Supporting Chapter and Committee website updates

3. Coordinate and schedule the annual Scholarship Selection Board and Process including;

  • Assist the Executive Director in planning and executing the annual Scholarship Selection Board and Process
  • Development of annual Scholarship Applicant Instructions
  • Coordinating website updates to support the annual scholarship process
  • Providing assistance and support to scholarship applicants on process
  • Reviewing scholarship applications for compliance and eligibility
  • Redacting personal identifiable information from scholarship applications
  • Coordinating Scholarship Board training and support
  • Setting up scoring and evaluation for Scholarship Board Members
  • Preparation of scholarship correspondence
  • Coordinate and schedule the annual Scholarship Selection Board

4. General office administration including:

  • Preparation of routine correspondence
  • Mail sorting and processing
  • Mailing list maintenance
  • Routine mailings
  • Filing via Virtual Office
  • Scheduling/confirming appointments and receiving/returning calls
  • Assistance with financial operations
  • First-point telephone contact

5. Foundation governing board related activities including:

  • Logistical support for board and committee meetings
  • Material distribution related to board and committee meetings
  • Direct support for the scholarship committee and other committees as requested

6. Supporting Foundation Members and Chapters including:

  • Procurement, sales, and distribution of Navy Supply Corps related regalia items
  • Chapter turnover support and website assistance
  • Assist Members with Account access and user password reset
  • Assist Members looking for former shipmates
  • Additional administrative duties as assigned

7. Development/Fundraising:

  • Develop and maintain a donor base and donor tracking system
  • Support the development efforts of the Foundation by strengthening the bond with current donors and identifying new donor sources

8. Communications and Marketing:

  • Support the Board Chair and Executive Director in their role as the Foundation’s primary spokespersons to the Supply Corps community, media and general public
  • Work with the Communications Director to deepen and refine the Foundation’s portfolio of communications – including web-based, social media and print medium -- with the goal of creating a stronger and wider-known brand
  • Assist the Executive Director in ensuring the public image, marketing efforts, media activity and related events accurately reflect the mission
  • Support the distribution of marketing materials for the Foundation
  • Collaborate with the support staff

9. Leadership support and coordination including:

  • Monitor Foundation activities, identifying opportunities and challenges, and bringing forward recommendations for review and decision
  • Keep the Executive Director fully informed on the condition of the Foundation and on all the important factors influencing the organization
  • Implement an effective working relationship with the Board based on trust, respect and performance
  • Work closely with Committee Chairpersons and their members to execute the Foundation’s programs
  • Assist the Executive Director in planning and executing the semi-annual Board meetings
  • Assist the Executive Director In scheduling and planning the Distinguished Alumni ceremonies
  • Other duties as assigned by the Executive Director
Other Job Responsibilities:
  • Research contracts for services
  • Conduct day-to-day bookkeeping operations
  • Respond to correspondence received by the Foundation
  • Participate in committee phone calls and meetings
Required Skills and Experience:
  • Some college-level training. Associate Degree or greater preferred
  • Computer proficiency, including Microsoft Word, Excel, Power Point
  • Experience and familiarization with QuickBooks Desktop
  • Strong background in bookkeeping proficiency
  • Superior organizational and communication skills
  • Capacity to work smoothly and cordially with the general public
  • Capacity to work with confidential and sensitive information
  • Demonstrated organizational, time management, multi-tasking and planning skills
  • Outstanding communication capabilities-both written and oral-with demonstrated ability to connect with and inspire a wide range of partners and stakeholders
Additional Desired Qualifications:
  • General knowledge of the U.S. Navy Supply Corps
  • Prior nonprofit-related work experience and familiarity
  • Desk Top Publishing experience
  • Strong spirit of innovation and entrepreneurship
  • Willingness to jump in and assist colleagues across the organization
Desired Core Competencies:
  • Capability to effectively work independently and collaborative effectively with the Foundation Leadership, Board, and Staff
  • High level of energy and passion for the Foundation’s vision and mission
  • Bias to listen, absorb and reflect before acting
  • Ability to create strong relationships and partnerships across an array of diverse groups
  • Results focused through exceptional follow through and attention to detail
  • Openness to feedback and constructive criticism
  • Well-developed tact, discretion and diplomacy at all times
  • Sound moral and ethical compass
  • Transparency and integrity in all relationships and business dealings
Timeframe:

The new Office Manager / Administrative Assistant will assume duties not later than 1 February 2022.

Compensation:

Compensation will be commensurate with the level of experience and other qualifications.

Application And Selection Process :

Interested individuals should submit the following items:

  • Resume
  • Description of prior experience that provides specific examples of General Responsibilities, Leadership, and Required Skills and Experience
  • Statement detailing why you aspire to this position and your unique factors that make you the best candidate (300 word limit)
  • Three professional references

Applications should be received not later than 30 September 2021. Electronic submission of application package is preferred. After review, applicants selected for further assessment will be notified no later than 31 October 2021. Interviews will be scheduled in November 2021 with a final decision in December 2021.

Applications and inquiries will be held in the strictest of confidence. Interested individuals should address questions and submit their resume and qualifications to Daniel Pionk, Executive Director Navy Supply Corps Foundation at

Daniel.Pionk@usnscf.com

.

Navy Supply Corps Foundation (NSCF) Background:

The NSCF was created in 1970 to serve the U.S. Navy Supply Corps community; the Navy's business, financial, acquisition and logistics professionals. Currently headquartered in Watkinsville, GA, the NSCF has grown from a social organization to a global 501(c)(3) tax-exempt organization that serves the Navy Supply Corps community through its mission of sharing the story of the Navy Supply Corps and providing the community with programs to meet its current and future needs.

With 38 direct report Chapters around the world, the NSCF impacts the Supply Corps in almost every area where the U.S. Navy operates. The Foundation’s mission is to provide programs and services to support the Navy Supply Corps Community and promote its heritage and traditions.

The NSCF is a dynamic non-profit that supports the full spectrum of the Supply Corps community within the U.S. Navy including active, reserve, retired and former officers and active, reserve and retired supply-related enlisted members, and their families. While accomplishing its mission, all elements of the NSCF operate in accordance with the U.S. Navy's regulations regarding Non Federal Entities, the Navy's Code of Ethics and the Uniformed Code of Military Justice.

The Foundation is governed by a volunteer Board of Directors (Board) and operates under a working committee construct. The Board assists the Executive Director (ED) and staff with non-profit management, program execution and liaison with the

U.S. Navy at the National and local levels. The triad of Board, committees, and the ED and staff, in essence runs the Foundation. The Board meets twice a year to conduct its governance responsibilities and the committees meet as needed, usually virtually, to execute their programs. The ED and staff conduct the day-to-day operations in coordination with the Board and committee chairpersons.

Along with the standard non-profit governance and operating documentation, the Foundation operates under a Board-approved Strategic Plan that delineates each committee's goals and objectives for a three-year period. We are currently executing the first year of our 2021-2023 Strategic Plan.

The NSCF's mission is more relevant today than ever before: its programs are making a positive difference at all levels of the Supply Corps’ ‘family’ and the way ahead is an exciting one. The Office Manager position represents an extraordinary opportunity for a dynamic individual to help support the Foundation as it moves into the future along with a dedicated Board, vibrant committees, professional staff, and an extensive cadre of energetic volunteers around the world.