Office Manager – Pregnancy Center East (Cincinnati, OH)

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OFFICE MANAGER
Clerical/Administrative, FT Employee
Pregnancy Center East (Cincinnati, OH)

Primary Responsibilities:
The office manager is responsible for assisting the Director, Associate Director, chastity educators, board and volunteers in the organized and efficient operation of the Center.
Reports to: Director
Qualifications:
Bachelor’s Degree preferred
Must be/possess:
• Faith-filled practicing Christian who adheres to the teachings of the Catholic Church.
• Be pro-life without hesitation or qualification.
• Skilled in Word, Excel, Access, etc.
• Excellent writing and editing skills.
• Skilled in social media.
• Capable of analyzing and summarizing information from the databases.
• Detail oriented and organized.
• Respect the confidential nature of handling donations and client files.
• Can prioritize work according to general parameters given by the Director.
• Must be flexible with frequent interruptions.
• Must be able to work quietly and independently on data entry.
• Be a team player.
• Able to take direction well.
• Possess a demonstrated capacity to learn quickly.
• Possess adequate energy to multitask while staying focused on completing top priority tasks.
• Able to meet deadlines.

Duties:
• Ensure client information is accurate and updated in the Access Client Database.
• Provide statistical reports from the client database as needed.
• Support parenting class teachers by sending out invitations and notices, overseeing the response process and preparing class lists.
• Ensure that updated and accurate information about donors, volunteer, parishes and schools is entered into the Waycool Donor Database in a timely manner.
• Collect all donation checks and cash, prepare deposit lists and make weekly deposits at the bank; provide all deposit information to accountant each month.
• Assist in the processing of Baby Bottles and Sanctity of Human Life collections.
• Code and enter all donations into Waycool Donor database.
• Prepare and send thank you letters to all general donors.
• Keep an electronic record of all Memorials and Honorias for the year.
• Help in the preparation of the quarterly newsletter, assisting in proofreading the copy prior to printing.
• Generate the quarterly newsletter mailing list from the database, print off labels for the mailing and coordinate with the newsletter crew chief for assembling the mailings.
• Finalize the monthly Volunteer schedule. Email/mail the monthly Volunteer schedule and newsletter to volunteers.
• Ensure that all office supplies are in stock. Plan purchases to stay within the Center office supply and printing budgets.
• Assist the Director in preparing all the necessary materials, binders and reports and summaries.
• Prepare the Banquet invitation list; generate labels for the invitations, and coordinate with the Banquet committee to ensure adequate supplies are available for stuffing and addressing day.
• Send Banquet bulletin announcements and flyers to parishes.
• Prepare and send thank you letters for Banquet pre-donations; enter all Banquet donations and pledge payments into the database after the event.
• Prepare the Golf invitation and/or save the date list, send out Golf Sponsor letters and send follow-up letters to Sponsors.
• Track all donations to the Golf-Fore-Life event.
• Prepare and send thank you letters for Golf-Fore-Life donations.
• Provide necessary materials for golf day registration and silent auction.
• Summarize Golf-Fore-Life fundraising results for the committee.
• Send out annual renewal letters to Advisory Board members, send out Board packets and update Board information as needed. Provide updated Board lists for members.
• Generate the Christmas card list, print labels, and provide necessary materials to the newsletter crew; summarize Christmas Appeal donation results.
• Generate invitation lists and labels and other assistance for other PCE fundraisers, as needed.
• Be responsible for the planning and implementation of the annual Evening of Renewal and Mass, with help from the Director and the other staff.
• Update the Volunteer phone, address and email list, periodically sending to the volunteers.
• Ensure that all client or donor-related forms are in good supply in the appropriate places.
• Maintain and periodically update the large item waiting lists.
• Train new volunteers on using client forms and on office procedures.
• Provide backup coverage for volunteers in answering phones as needed.
• Assist in providing pregnancy tests and material assistance as needed.
• Any other duties assigned by the Director.

Must Submit:

• References
• Writing Sample
• Background check (146)

Incoming search terms:

  • Cincinnati Ohio office management staff
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