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Title

Temp- Office Manager  

EOE Statement It is our policy to provide equal employment opportunities and will not unlawfully consider any factors of race, religion, age, creed, national origin, gender, disability, veteran or military status, genetic information, or any and all other unlawful biases regarding federal, state or local laws with regard to workers or applicants.  
Description

Job Title:Temporary Office Manager

Position Type: Temporary Full-time and/or Part Time

Assignment:June-November

Work Days:Monday – Friday

Work Hours: 8:45am – 5:15pm

Department/Group:Administration

Reports To:Retreat Directress

 
Position Requirements

Purpose of Your Job Position:

The primary purpose of your job is to assist the Retreat Directress in providing an efficient and orderly environment for the administration of the retreat house. Additionally, the Temporary Office Manager assists in providing a secure and safe campus for all those who live on and visit the campus.

Qualifications and Education Requirements:

  • Bachelor’s Degree
  • 5 years related experience, preferably in (but not limited to) office administration, management, finance, and/or database administration

Job Functions: Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or is an essential function of the position.

Skills and Job Requirements:

  • Comfort with PCs, Microsoft Office Outlook, Word, Excel, Teams, and OneDrive.
  • Comfort with CRM databases, preferably Salesforce.
  • Concrete tactics for staying organized, ensuring multiple departments are on the same page, and managing shared files.
  • Ability to keep confidential all payment and retreatant personal information.
  • Manage multiple simultaneous projects and shift priorities as needed .
  • Knowledge and enforcement of Retreat House safety policies.
  • Ability to communicate via email, phone, and in-person with clarity, warmth, and firmness.
  • Lives out the mission statement in all interactions and work decisions .

Duties:

Receptionist Supervision Duties:

  • Oversees and manages Front Office Receptionist.
  • Completes 60-day and annual performance evaluations.
  • Holds weekly and as-needed check-ins.
  • Approves timecards and time off requests.
  • Provides coverage/support to Receptionist and Gift Shop as needed.

Financial Duties:

  • Creates and send deposits, agreements, and final invoices for Carmelite community and outside rentals.
  • Processes and manages financial reports including Retreat Reconciliations, Invoices, and Charity Tracking.
  • Follows up on non-payments for retreats and rentals.
  • Reviews and processes “Held for Review” transactions in Authorize.net.
  • Liaises with Raiser’s Edge Coordinator on proper coding for month-end reports.

Database, Web, and IT Duties:

  • Manages Salesforce CRM database (utilizing AC Events, Native Planner Plus, and Community Cloud) with occasional support from Receptionist and Assistant Retreat Directress.
    1. Create and modify public retreats, private rentals, Priest retreats, and Carmelite Community events.
    2. Create and modify reservations and cancellations.
    3. Create and modify transactions, transfers, and refunds.
    4. Send pre and post event reports to different departments including kitchen, development, facilities, etc.
    5. Lead weekly Logistics Meeting to prepare different departments for upcoming retreats/events.
    6. Contact AC Events for support/troubleshooting as needed.
    7. Sends sign-up reports to District Captains upon request.
  • Contacts Carmelite Community web team for retreat/event related web requests.
  • Acts as the Retreat House’s point person with Carmelite IT Staff.

Other Duties:

  • Displays Carmelite hospitality in greeting retreatants, guests, and vendors.
  • Orders office supplies and tracks spending against budget.
  • Responsible for maintaining cleanliness of assigned portion of Admin Office
  • Supports the Assistant Retreat Directress with Priest Retreat and Rental inquiries and planning in peak times

Working Conditions:

  • Will need to sit and/or work on computer for extended periods of time.
  • Is subject to frequent interruptions.
  • May occasionally encounter visitors or callers with strong emotions.
  • Must be able to travel locally as needed.
  • Must be able to work some evenings and weekends as needed.

Physical and Sensory Requirements:

  • Must be able to move intermittently throughout the workday.
  • Must be able to see and hear or use prosthetics that will enable these senses to function adequately to assure that the requirements of this position can be fully met.
  • Must be able to push, pull, move, a minimum of 25 pounds and be able to push, pull, move, such a weight a minimum distance of 50 feet.
  • Must be able to lift and/or carry a minimum of 25 pounds and lift to a height of 5 feet.

 

 
Full-Time/Part-Time Full-Time and/or Part-Time  
Shift Days  
Salary Range $30.34  
Position Temp- Office Manager  
Number of Openings 1  
Exempt/Non-Exempt Non-Exempt  
Location Sacred Heart Retreat House  
About the Organization The Carmelite Sisters of the Most Sacred Heart of Los Angeles celebrate 90 years of service to the Los Angeles Archdiocese through apostolic works in health care, education and spiritual retreats.

Please visit our website for more information: www.carmelitesistersocd.com/directory/  

This position is currently accepting applications.

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