Special Olympics Vermont

Data & Office Manager | Full Time

Category: Non-profit

Location: South Burlington, VT, USA


Data & Office Manager

Job Description

REPORTS TO:                   Director of Finance and Administration

POSITION CLASS:          Full time, nonexempt

GENERAL DESCRIPTION

The Data & Office Manager is responsible for managing ongoing data entry and administrative tasks with an eye to accuracy and timeliness, supporting Special Olympics Vermont’s network of athletes, families, donors, and volunteers. In addition, this role facilitates routine office functions, and supports the President and CEO with Board of Directors administrative responsibilities.

SOVT CULTURE

Special Olympics Vermont is a dynamic non-profit providing services to people with intellectual disabilities.  Employees must demonstrate personal discipline, self-motivation and a commitment to working as a team.  Each staff member is expected to demonstrate strong interpersonal skills, professionalism, attention to detail and flexibility in assignments, tasks, schedules and roles.

ESSENTIAL DUTIES & RESPONSIBILITIES

The Data & Office Manager is responsible for managing day-to-day data entry and administrative tasks to support Special Olympics Vermont’s network of athletes, families, donors, and volunteers. This position assists all staff members with recurring and project-related organization and data-entry into SOVT’s games management system ensuring that information in our database is accurate and up to date.  The Data & Office Manager will identify opportunities to develop relationships and improve our internal systems. The Data & Office Manager also ensures that office resources are stocked and operational, and assist other staff with routine office processes, including forms, reporting, printings, and mailings.

Tasks include, but are not limited to:

  • Review and enter athlete and volunteer information into SOVT database systems and maintain updated records
  • Queue and follow up on background checks, including communicating with program coordinators and appropriate staff as needed
  • Attend SOVT competitions for check in process, results entry, and award results processing
  • Import pre-registrations and final registrations into games management system and troubleshoot issues as needed
  • Export and format program certification report twice a year and as needed. Report to the SOVT Program Director with results of the export.
  • Prepare, print, and mail of gift acknowledgements and other mailings in coordination with the Advancement Team
  • Track donor contact preferences and submit to development staff at state and national level as needed
  • Enter monthly SO certification reports into SOVT system
  • Alert appropriate staff to data inconsistencies and other issues, resolving issues when possible
  • Track and order office supply inventory, to include stationary, business cards envelopes in conjunction with staff as a whole
  • Primary contact for support to constituents – office phone and website emails
  • Print, order, and organize materials for events, presentations, competitions, and Board Meetings
  • Train staff on system use and capabilities
  • Assist with basic reporting for grants, etc.
  • Organize orientation and training of new staff members, assist in onboarding/offboarding for staff & Board members
  • Maintain the office condition and arrange necessary repairs with landlord or contractors, point person for IT vendor
  • Manage procurement and distribution of Insurance Certificates, W-9’s, S-3’s
  • Update and process all matching gifts, following up with donors as needed
  • Make weekly bank deposits
  • Plan in-office or off-site activities such as staff retreat, staff birthdays and other life celebrations
  • Assist in identifying, hiring, and overseeing office interns/athletes
  • Support the President and CEO with administrative duties as requested
  • Other duties as assigned

Staff is expected to maintain communications in a cooperative and professional manner with all levels of Special Olympics Vermont, including staff, volunteers and athletes, by demonstrating:

  • Open communications with respectful and constructive expression of differences
  • Treating all employees with dignity, respect and courtesy
  • Making every effort to resolve conflict and communications issues

PHYSICAL REQUIREMENTS & SAFETY

Must be able to lift 50 pounds to assist in preparing equipment for events. Many tasks require physical mobility.  Many tasks require sitting and a broad range of motion. Most tasks require frequent mental and visual attention and the ability to re-focus attention following interruptions.

Work may require some travel by automobile to communities throughout Vermont for meetings and events. Travel by automobile requires attention to safe driving practices, including the wearing of seat belts.   SOVT employees are expected to follow motor vehicle laws of each state in which they drive for business purposes, including laws prohibiting the use of cell phones while vehicle is being driven.  Work schedules fluctuate as needed to meet program goals and planned schedules.

The employee must be able to perform the duties and responsibilities of the position without posing a direct threat to his or her health and safety or the health and safety of other individuals in the workplace.

QUALIFICATIONS

 

  • Experience with data entry and general administrative tasks
  • Strong computer skills (MS Office, database software, online systems, etc.)
  • Experience with CRM database and management
  • Attention to detail
  • Demonstrated success in time and project management
  • Excellent communication and interpersonal skills
  • Valid driver’s license

Position posted until filled.

Deadline: February 25, 2020 12:00 am

To Apply:

Interested candidates should send resume and cover letter to Joanna Morse, Director of Finance & Administration– info@vtso.org