Office Manager Position Description

Last revised: November 15, 2023
Position Title: Office Manager
Reporting Relationship: Executive Director
Classification: Full-time (40 hours per week), non-exempt
Typical Working Hours: 9:00 AM to 5:00 PM, Monday through Friday (flexible depending
on programming needs)
Primary Location: Davis Campus, 494 Riverstone Rd, Davis, WV, 26260
Salary Range: $15-20 per hour depending on experience

Minimum Qualifications:

  • Associate’s degree in a business-related major (administration/management, accounting/bookkeeping, marketing, executive office assistant, etc.) from a regionally accredited college or university; bachelor’s degree preferred
  • At least one year of experience working in an office setting (internships are acceptable)
  • Strong analytical and problem-solving skills
  • Demonstrated understanding of principles and practices of office management, bookkeeping, and administrative/clerical procedures and systems
  • Ability to:
    1. Communicate effectively on paper and in person
    2. Work well both independently and collaboratively
    3. Use or learn necessary computer applications, programs, and systems
    4. Respond to direction and constructive criticism
  • An ideal candidate will be able to stay organized, pay attention to details, and work in a self-directed manner
  • Proficiency with Microsoft Office, Google Suite (Workspace), Dropbox, Airtable, etc.
  • Experience with QuickBooks, payroll, tax forms, and other basic accounting practices
  • Experience with event planning, social media, public relations, and graphic design

Essential Duties and Responsibilities:

  • Serve as a friendly greeter and guide to guests and visitors of the Davis Campus
  • Check the mail (in the mailbox or the PO Box) and ensure that all correspondence makes it to the correct party, either directly or via a scanned copy sent digitally
  • Monitor office@nysacademy.org email address for additional bills and invoices and ensure that relevant emails are forwarded to the correct person
  • Answer the phones (both cellular and landline); answer questions from callers and/or direct them to the appropriate person within the organization
  • Help monitor and maintain an active and friendly social media presence
  • Assist program directors with ordering and organizing supplies
  • Keep organized records of receipts and expenses, and assist in collecting necessary items for annual tax filings and financial audit (including managing bills and other invoices for payment)
  • Prepare financial documents and reports using QuickBooks
  • Assist in planning travel for staff, trustees, and program participants
  • Coordinate and maintain records for staff, trustees, and program participants
  • Support other staff members in assigned project-based work
  • Complete other duties as assigned by the Executive Director
  • Maintain confidentiality in all aspects of National Youth Science Academy information

To apply, submit a resume and cover letter outlining qualifications and interest in the position to ryan.haupt@nysacademy.org.