Junior League of The Woodlands is seeking a new part-time Office Manager to help run the League and manage our organization of volunteers. The following is the job posting for the part-time Office Manager position. JLTW would like to have someone hired by May so that we can transition smoothly into the 2022-2023 League year on June 1st. Please note that Junior League of The Woodlands is currently in the process of moving office locations. The new location will still be in The Woodlands, TX.  Interested applicants should send their resume and a cover letter to Kathryne Pruitt, JLTW President, at president@jltw.org. Junior League of The Woodlands Members, regardless of status (Active, Sustainer, or Provisional), are not eligible to apply. Junior League of The Woodlands is an equal opportunity employer.

Office Manager Job Description:

(you can also download it here)

About Junior League of The Woodlands: Junior League of The Woodlands, Inc. (JLTW) is a women’s organization of over 500 members dedicated to community impact, women’s leadership and volunteering. Organization Values: Diversity, Collaboration, Community, Empowerment, Leadership, Respect, and Service. Its purpose is exclusively educational and charitable.

Location: The Woodlands, Texas
Job Title: Office Manager
Hours: Part-Time, 16-20 hours/week
Salary: $20-$23 per hour, commensurate with experience
Job Summary: The Office Manager is responsible for the day-to-day operations of the Junior League of The Woodlands Headquarters, working closely with the JLTW President and the Board of Directors.
Reports to: This person reports directly to the President with oversight provided by the Employee Relations Committee (ERC).

Application Instructions: Interested candidates should submit a resume and a one-page cover letter via email to President@jltw.org with the subject line “JLTW Office Manager.”

Responsibilities:
Day-to-Day Operations

• Staff JLTW Headquarters, receive visitors and deliveries, answer phones and general email inquiries
• Provide administrative support to Membership, the Board of Directors, Councils and Committees
• Maintain voicemail system to include upcoming event information and office closures
• Maintain JLTW calendar for Member meetings
• Setup Headquarters for scheduled meetings (print packets; setup chairs, tables, AV, etc.)
• Serve as the JLTW Records Administrator regarding members’ records, status and contact information, and Member database information
• Maintain and email Emergency Preparedness Documents to the Board of Directors
• Other duties as assigned by the President or the Board of Directors

Bulk and General Mailings

• Assist Committees with bulk mailings and mail merges as requested (i.e. providing labels and/or printed envelopes, printing letters, stamping and assisting with mail preparation)
• Prepare and mail monthly Member birthday, sympathy and new baby postcards
• Send acknowledgement letters of JLTW contributions for fundraisers and other events
• Completion of bulk mailing paperwork and delivery to the post office
• Maintain member mailing lists

Finance

• Maintain log for checks/cash received at Headquarters and communicate with Finance VP when funds are received
• Regularly scan and file incoming bills for the League and communicate with the appropriate Member upon receipt
• Send monthly credit card reconciliations to League card holders and prepare a reconciliation for the Office Manager credit card
• Make purchases on behalf of committees, using the League credit card, as approved by the appropriate Board Members

Office Supplies and Maintenance

• Coordinate purchase of office and building supplies, monitor and maintain
• Monitor and maintain JLTW program supplies and storage inventory and usage
• Assist Committees with ordering supplies for special projects as necessary
• Coordinate maintenance of the copy machine

Record Retention

• File and store finance related documents in accordance with document retention policies
• Assist Members with updated their profile information in online database (pictures, birthdays, addresses, emails, etc.)
• Generate reports from online database to support Committee work
• Maintain archival digital and hard copy files

Desirable Qualifications:

• Excellent customer service skills
• Strong oral and written communication skills
• Excellent organizational skills, including a strong command for digital and paper filing systems
• Ability to work independently with minimal instruction
• Ability to represent Junior League of The Woodlands in a professional manner
• Ability to work under varying/changing styles of leadership
• Position requires the ability to sit for extended periods (1-4 hours) and move chairs/tables to set up meeting areas

Experience:

• Strong computer skills, comfortable with basic online database content management
• Proficient with Microsoft Office Suite – Outlook, Word, Excel, PowerPoint, Visio
• One-two years of administrative work experience required
• Experience working with a membership-based organization and/or nonprofit experience preferred