Executive Director

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Company: NORTH VALLEY MUSIC SCHOOL
Location: Whitefish, MT 59937

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JOB DESCRIPTION

Job Title: Office Manager

Hours: 10am -5pm / 28 hrs/wk

Salaried position starting at $16/hr

Summary: Office manager reports to the Executive Director, handles all schedules, billing, invoicing, coordinates with students, parents, and faculty, and makes sure the annual administrative schedule is maintained.

Duties:

OFFICE RECEPTION

  • Serve as NVMS primary in-house liaison between the school and the community to develop positive relationships with students, families, donors, funders, schools and other constituents
  • Promote and preserve NVMS’s friendly and supportive atmosphere
  • Keep regular office hours, currently Mon-Thur 10-5
  • Answer phones and emails, update phone message and collect messages
  • Maintain the NVMS bulletin boards
  • Order and maintain inventory of office supplies

FACULTY AND STAFF SUPPORT

  • Main person to schedule private lessons and group classes for students and faculty, including reschedules and cancellations.
  • Work with Programs Director to make sure classes and programs are up to date and in sync with the website, ASAP (school billing and scheduling software) and social media.
  • Provide teachers with updated lesson schedules and student information
  • Provide monthly time sheets
  • Support staff as requested
  • Maintain the student database
  • Prepare faculty and employee contracts as directed by Executive Director.

FACILITIES

  • Maintain the property in a safe and clean condition including cleaningand shoveling walkways.
  • Alert Executive Director to any needed repairs, replacements etc.
  • Track inventory and maintain necessary building and office supplies, bathroom, kitchen, cleaning, etc.
  • Help with mowing and shoveling as needed.

BOARD AND EVENTS INTERFACE

  • Keep the Executive Director informed on all important conditions, needs and issues of the organization’s internal affairs.
  • Submit monthly feedback to the Executive Director for the Administrative Report for the Board one week ahead of the board meeting.
  • Coordinate support to fundraising efforts, provide “brick & mortar” support to fundraising and events (ticket sales, reconciliations, etc.)

Minimum Qualifications:

  • Previous office manager experience and 24 months of office experience is required.
  • Computer skills
  • QuickBooks experience.
  • Must be flexible and able to deal with a variety of people. Lifting up to 30 lbs required.

Preferred Qualifications:

  • Bachelor’s degree from an accredited college or university in a closely related field
  • 3 years of office experience
  • Work experience in an education setting
  • Work experience in various applications related to office management (Word, Excel, Publisher, Adobe, and QuickBooks)

Knowledge, Skills, and Abilities:

  • Strong administrative, organizational, computer and technology, skills
  • Knowledge of office procedures and database management
  • Demonstrates communication, presentation, customer service and interpersonal skills
  • Strong time management skills with ability to manage multiple projects with competing priorities
  • Ability to work within policies and procedures of NVMS
  • Event planning skills
  • Ability to issue and follow directions
  • Ability to maintain strict confidentiality
  • Ability to work effectively with people from a variety of culturally diverse backgrounds
  • Ability to pass a driver’s license records check and maintain current Montana Driver’s License and clean driving record
  • Clean criminal background check
  • Ability to respond in the event of an emergency
  • This is a Medium Duty job, according to the Selected Characteristics of Occupations Defined in the Revised Dictionary of Occupational Titles, U.S. Department of Labor and Industry. Medium Duty involves exertion of 20-50 pounds of force occasionally and/or 10-25 pounds frequently and/or up to 10 pounds continuously to move objects.

Job Type: Part-time

Salary: $16.00 /hour

Experience:

  • Office Administration: 2 years (Preferred)

Education:

  • Bachelor’s (Required)

Working Days:

  • Monday (Required)
  • Tuesday (Required)
  • Wednesday (Required)
  • Thursday (Required)

Additional Compensation:

  • Other forms

Work Location:

  • One location

Hours per week:

  • 20-29

Schedule:

  • No weekends
  • Day shift