Archaeological Research Institute

Office Manager

ARI Office Manager

The team at the Archaeological Research Institute is in search of an Office Manager. We are in search of a team member that is passionate about our organization’s mission and vision of getting the public informed and involved in archaeology, and specifically local archaeology. We are looking for someone that is a self-starter, creative, self-motivated, flexible, empathetic, energized, enjoys teamwork, adaptable, has great communication skills, collaborative, organized, can problem-solve, and is excited to learn more. We are willing to train or find opportunities for continued education for the right person. We would like this position to start off as a part-time position with potential for full-time employment in the future.

 

Pay range: $10-$20/hour depending upon experience & background

Hours: 30-40 hours week (9am – 5pm – with 1hr lunch)

Days: Tuesday – Saturdays

 

Reports to: Leadership Team

  • Executive Director
  • Director of Archaeology
  • Resource Development & Marketing Director
  • Program Director
  • Director of Communication

Works with:

  • ARI Archaeologists
  • Interns
  • Students
  • Volunteers
  • The Public
  • Board Members

Required Trainings:

  • Native Knowledge 360
  • Intro to ARI Training
  • Square
  • Bookeo
  • Other information management platform training (QuickBooks, volunteer management, Project management, Microsoft Office)

The Office Manager of this non-profit organization is responsible for the day-to-day operations of the office, ensuring efficient and effective operations and coordinating all issues affecting the daily operations of the office. The Office Manager will work under the direction of the Executive Director to ensure the needs of the office and our members are met in a timely manner.

SUCCESS FACTORS

  • Passion for local archaeology & educating the public about importance of our archaeological sites and descendant communities’ connections to these places
  • Strong administrative and organizational skills
  • Demonstrated ability to multi-task, work independently, and meet deadlines
  • Strong attention to detail
  • Demonstrated bookkeeping/accounting competence
  • Commitment to providing outstanding customer service
  • Strong communication skills (oral and written)
  • Commitment to continuous improvement
  • Practice effective team behavior and demonstrate effective interpersonal relationships
  • Willingness to jump in and help with any program or project

POSITION RESPONSIBILITIES

The following position responsibilities are essential functions of the position. Successful job applicants will be able to perform these essential functions with minimal supervision:

30% – General Office Management Duties

  • Assist the Executive Director, Board, and other staff with miscellaneous projects as requested
  • Answering the phone & when away from your desk, identify who should be the first point of contact
  • Manage the office to ensure effective telephone and mail communications both internally and externally and maintain professional image
  • Assist with preparing documents for Board meetings, trainings, and other meetings
  • Assist with securing locations for conferences, training, and special events
  • Keep the office clean and tidy – organize supplies, file paperwork, recycle, manage the cleaning company, etc.
  • Maintain and replenish inventory and office supplies
  • Provide general support to visitors, staff, volunteers, and interns
  • Participate actively in the planning and execution of company events
  • Allocate available resources to enable successful task performance
  • Ensure security, integrity, and confidentiality of data
  • Analyze and monitor internal processes
  • Implement procedural and policy changes to improve operational efficiency
  • Coordinate schedules, appointments, and bookings
  • Handle visitor inquiries, scheduling, and concerns

25% – Front Office

  • Be the face of the organization – ensure everyone receives a warm welcome to ARI
  • Briefly be able to talk with visitors and guests about archaeology and ARI
  • Greeting visitors, volunteers, and staff
  • Help with prep for visitors & get them set up for their experience
  • Take/Make reservations with our booking platform
  • Provide guest services – answer questions over email and phone
  • Ensure timely and accurate customer service
  • Troubleshoot emergencies
  • Ensure proper mail distribution
  • Prepare and monitor office budget
  • Keep updated records of office expenses and costs
  • Sell ARI Gift items
  • Take ARI donations
  • Place flyers, brochures, and business cards at key locations around town and partner organization

20% – Volunteer Coordinator

  • Coordinate/Manage volunteers
  • Meet with staff to identify needs & opportunities for volunteers
  • Schedule volunteers
  • Advertise volunteer opportunities
  • Manage volunteer database and files
  • Assist with volunteer protocols – processing background checks & ensuring volunteers have read and signed the volunteer manual
  • Manage and compile reports for AmeriCorps volunteers
  • Plan & Execute Volunteer appreciation week & events
  • Maintain a volunteer recognition system/program
  • Create & maintain a volunteer manual

12.5% – Gift Shop Management

  • Manage retail inventory
  • Refresh Displays
  • Restock Brochures, Rack Cards, Flyers, Business cards and other information items
  • Manage Shipping of Online Orders
  • Process Purchases, orders, and returns
  • Print weekly sales reports & inventory reports for the gift shop
  • Notify the marketing department when brochures, flyers, rack cards & business cards need to be restocked

6.25% – Information Management

  • Assist with Data Entry and report generation for the Curation Department, Resource Development Director, and Executive Director
  • Develop, implement, and maintain filing systems
  • Establish and monitor procedures for record keeping:
  • Human Resources: Staff, Volunteers, Interns

 

6.25% – Assist Human Resources (Staff, Volunteers, and Interns)

  • Create and maintain the Birthday Calendar
  • Plan and execute monthly birthday celebration lunch (Last Friday of the Month) (see notes below)