Job Title: Office Manager
Reports to: Operations Director
Status: Full Time
Position Summary: The Office Manager ensures efficient operation of the Kids’ Orchestra (KO) office via assigned duties including, accounts payable and accounts receivable, student tuition, office equipment and supplies, incoming and outgoing communications, office safety, security, and organization, and managing KO’s Private Lesson program. Additional duties may be assigned by a supervisor based on candidates’ interests, skills, and qualifications.
Requirements: Minimum associate degree required. Bachelor’s degree preferred. At least three years of proven management, administrative or assistant experience required. Must be proficient in Microsoft Office Suite and cloud-based services such as Microsoft SharePoint and Google Drive. Experience with CRM and/or Jackrabbit Class a plus. Excellent communication and time management skills required. Experience with office management & program management preferred.
Essential Duties and Responsibilities:
Accounts payable and accounts receivable
- Manage check requests and invoices for KO operations; maintain accurate records of such
- Reconcile debit cards for KO staff using appropriate funding sources and budget codes
- Collect and maintain documentation, reconciliations, and reports to support internal and external audits
- Work in coordination with CPA to maintain accurate AP and AR
Student Tuition (In coordination with Operations Director)
- Generate and distribute tuition invoices, track payments, and update accounts across all necessary platforms and databases (Jackrabbit)
- Collect proof of income to determine level of tuition/payment plans
- Communicate with families when necessary for tuition collection
Office equipment and supplies
- Maintain inventory of office supplies and order when necessary
- Maintain and assist with copy machine (ordering supplies, vendor relations, etc.)
Incoming and outgoing communications
- Answer phones, update auto attendant and phone tree, and serve as face for all KO visitors
- Maintain and distribute contact information for KO office staff
- Serve as point person for mailing, shipping, supplies, equipment, and errands
Office safety, security, and organization
- Help keep all community spaces clean and orderly
- Maintain communication between building owner and KO for maintenance, repairs, etc.
- Maintain office safety and security, develop emergency plan, and organize office ops and procedures
Program Management (KO Private Lessons Program)
- Coordinate teacher assignments and schedules for all private lesson students and locations
- Communicate with parents regarding concerts, calendars, behavior, etc.
- Track number of lessons received for each student in coordination with Operations Director
- Maintain student records and lists via Jackrabbit Class
- Maintain and fulfill supplies and teacher requests
Other Duties (when applicable)
- Assist with student recruitment and retention
- Assist with distribution and collection of equipment
- Attend and work concerts, community events, fundraisers, school events, etc.
- Occasional evening and weekend commitments required
- Other duties as assigned
Kids’ Orchestra is an equal opportunity employer committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, gender identity or expression, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. Qualified applicants should apply through Kids’ Orchestra’s LinkedIn Page.