Office Manager
Position Description
The Office Manager serves as the administrative hub of Hinton Rural Life Center, providing executive support to the President & CEO while overseeing the daily operations of the administrative office. This position is responsible for coordinating office systems, supporting the Board of Directors, Executive Leadership and Team Leads, and managing executive priorities.
Working closely with the President & CEO and Leadership Team, the Office Manager translates strategic priorities into coordinated action by fostering effective communication, organizational accountability, and operational excellence across the organization. This individual exercises exceptional organizational skills, sound judgment, discretion, initiative, and a servant's heart, enabling leadership to remain focused on advancing Hinton's mission.
As the first point of contact for many who experience Hinton, this position models Christian hospitality, cultivates a culture of welcome and professionalism, and ensures the Executive Office reflects the values and mission of Hinton Rural Life Center.
Reports to: President & CEO
PRIMARY RESPONSIBILITIES
Executive Administration
- Serve as the primary Executive Assistant to the President & CEO, anticipating administrative needs and ensuring the effective management of executive priorities.
- Manage the President & CEO's calendar, appointments, travel, meetings, and correspondence.
- Coordinate meeting agendas, prepare supporting materials including technology needed, record minutes, and monitor follow-up on action items.
- Protect the President & CEO's time by managing competing priorities, scheduling requests, and communications.
- Maintain confidentiality while handling sensitive personnel, donor, financial, and organizational information.
- Using BaseCamp (Project Management System), communicate with the Board and Leadership, track projects and organizational initiatives to ensure timely completion.
- Serve as the Safety Officer, ensuring that virtual Safety Training is available on a monthly basis and all employees satisfactorily complete these by the end of each month.
Board Administration
- Coordinate all administrative support for the Board of Directors and board committees.
- Prepare and distribute board meeting agendas, packets, reports, and supporting documents.
- Record, maintain, and archive official board and committee minutes.
- Maintain board policies, governance documents, committee rosters, and annual calendars.
- Coordinate board communications, orientations, retreats, and special meetings in partnership with the President & CEO.
Office Management
- Oversee the daily operation of the administrative office, ensuring efficiency, organization, and professionalism.
- Develop and maintain office systems, procedures, filing systems, and administrative processes.
- Maintain campus supplies and equipment; coordinate maintenance and vendor relationships.
- Serve as primary liaison with IT Support Vendor to ensure IT is operational, secure, and in compliance.
- Coordinate mail pick-up and distribution, shipping, office deliveries, and administrative purchasing.
- Maintain shared calendars and office scheduling systems.
- Serve as the primary point of coordination for administrative projects and internal communication.
- Support compliance with organizational policies and administrative procedures.
- Assist with human resource administrative functions including personnel files, onboarding paperwork, and required documentation as assigned.
Office Systems & Administration
- Oversee the daily operation and organization of Hinton's administrative office.
- Develop, implement, and continually improve office systems, workflows, and administrative procedures that increase organizational efficiency.
- Maintain organizational files, records, forms, templates, and administrative databases.
- Coordinate office purchasing, supplies, equipment maintenance, vendors, mail, and administrative contracts.
- Ensure the administrative office reflects Hinton's commitment to excellence, hospitality, and professionalism.
Executive Scheduling & Leadership Team Coordination
- Coordinate organizational calendars for the President & CEO and Leadership Team.
- Schedule Leadership Team meetings and retreats.
- Prepare meeting agendas, collect departmental reports, distribute materials, record minutes, and monitor follow-up on organizational initiatives.
- Track strategic priorities, deadlines, and projects to ensure accountability across departments.
- Assist leadership with coordinating cross-department communication and collaboration.
Human Resources Administration
- Provide administrative support for Human Resources functions.
- Coordinate onboarding and orientation for new employees.
- Maintain personnel files and confidential employee documentation.
- Assist with employment records, policy acknowledgments, training records, benefits enrollment, and compliance documentation.
- Support recruitment activities including submitting media requests to post positions, coordinating interviews, and facilitating hiring paperwork.
- Maintain HR calendars related to evaluations, certifications, and required training.
Project Management
- Coordinate organization-wide administrative projects assigned by the President & CEO.
- Develop project timelines, monitor milestones, and ensure timely completion of assigned initiatives.
- Coordinate communication among departments to ensure projects remain on schedule.
- Assist with strategic initiatives, fundraising projects, capital campaign administration, and organizational planning efforts.
- Identify administrative improvements that strengthen organizational effectiveness and operational efficiency.
Secondary Duties
- Assist with campus events and special ministry activities.
- Serve as a backup for other administrative functions as needed.
- Participate in staff meetings, organizational planning sessions, and professional development.
- Perform other duties as assigned in support of Hinton's mission.
Qualifications
- Associate's or Bachelor's degree preferred; equivalent professional experience may be considered.
- Three or more years of progressively responsible administrative or executive support experience.
- Exceptional organizational and time management skills.
- Excellent written and verbal communication skills.
- Demonstrated ability to manage multiple priorities while maintaining attention to detail.
- High level of discretion and professionalism when handling confidential information.
- Strong proficiency with Microsoft Office Suite, Microsoft 365, Outlook, and office technology.
- Experience with Salesforce or similar CRM/database systems preferred.
- Experience with project management systems preferred.
- Ability to work independently while collaborating effectively with a team.
- Familiarity with the United Methodist Church and commitment to Hinton's mission and ministry preferred.
- Valid driver's license with acceptable driving record.
Physical Requirements:
1. Physical Demands (strength)
a. SEDENTARY - Exerts up to 10 lbs. of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Involves sitting most of the time, but may involve walking or standing for brief periods of time.
2. Physical Demands (movement)
a. STOOPING - Bending body downward and forward. This factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.
b. REACHING - Extending hand(s) and arm(s) in any direction.
c. HANDLING - Seizing, holding, grasp-ing, turning, or otherwise working with hand or hands. Fingers are involved only to the extent that they are an extension of the hand.
d. FINGERING - Picking, pinching, or otherwise working primarily with fingers rather than with the whole hand or arm as in handling.
e. FEELING - Perceiving attributes of objects, such as size, shape, temperature, or texture, by touching with skin, particularly that of fingertips.
3. Physical Demands (auditory)
a. TALKING - Expressing or exchanging ideas by means of the spoken word. Talking is important for those activities in which workers must impart oral information to clients or to the public, and in those activities in which they must convey detailed or important spoken instructions to other workers accurately, loudly, or quickly.
b. HEARING - perceiving the nature of sounds. Used for those activities which require ability to receive detailed information through oral communication, and to make fine discriminations in sounds, such as when making fine adjustments on running engines.
4. Physical Demands (taste/smell)
a. none
5. Physical Demands (vision)
a. NEAR ACUITY - Clarity of vision at 20 inches or less. Use this factor when special and minute accuracy is demanded.
b. FAR ACUITY - Clarity of vision at 20 feet or more. Use this factor when visual efficiency in terms of far acuity is required in day and night/dark conditions.
6. Environmental Conditions and Physical Surroundings - exposure results in marked bodily discomfort.
a. Climate Controlled Environment
7. Equipment Used
a. office equipment such as computer, copier, scanner, projector, cd/dvd player
b. vehicles: automobile
8. Hazards
a. none
1. The job description does not constitute an employment agreement between the employer
and employee and is subject to change by the employer as the needs of the employer and
requirements of the job change.
2. This job description in no way states or implies that these are the only duties to be
performed by the employee occupying this position. The employee may be required to
perform other duties as necessary for the effective operation of the organization.
Pay: From $45,000.00 per year
Benefits:
- Employee discount
- Flexible spending account
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
