Shambhala Meditation Center of Portland is hiring an Office Manager

JOB DESCRIPTION 

• Non-Exempt Hourly Position 
• One year appointment, may be renewable 

HOURS: 16-18 hrs/wk: regular office hours will be set according to Office Manager preference with agreement from Co-Directors with option of majority flexible hours and working from home; Additional hours may be required to support special events, such as Shambhala Day and Harvest of Peace 

PAY RATE: $15.50 per hour 

SUPERVISOR: Center Co-Directors   

BENEFITS:

• Unlimited program credit at the Shambhala Meditation Center of Portland.

Overall Responsibilities

• First-line of communication and interface with the public, the Shambhala community and other organizations. 
• Report to Center Co-Directors and work closely with them on projects, as well as supporting council and other departments as appropriate
• General office duties and oversight
• Oversees program registration system, the Shambhala Database (SDB), and serves as liaison/support for registration volunteers (program staff & coordinator).

General Tasks List

Communications

• Respond to, update and generate voicemail, email, written and posted communications in general with the public and community, working with the Communications Team volunteers, or others as needed
• Answer phone calls and emails
• Ensure confidentiality of all communications as needed or required
• Work with volunteer coordinator to publicize volunteer positions in various formats, paper and electronic
• Send email communications using the Shambhala database and Mailchimp
• Assist with posting to, updating and maintaining the center’s WordPress website and blog and webpages as needed
• Create, maintain and update center forms and informational materials as needed, e.g. membership brochure, feedback forms, etc; using various formats e.g. print, email, newsletter, blog, Facebook, website, bulletin boards, announcements etc

Office Administration

• Oversee office & center supply inventory and ordering; ensure sufficient supply for upcoming events & programs
• Support Center Directors with initiatives, special projects, etc., as needed
• Notify appropriate parties as needed re: communications from the landlord or other parties about the building, including repairs or building emergencies; and general upkeep/cleaning needs
• Hold, with other key parties, Master passwords and access to key areas of communications
• Maintain all file systems, paper and electronic

Media & Publicity

• Develop flyers and social media to publicize programs, events etc., working with the Communications Team volunteers, or others as needed
• Make sure bulletin boards and program flyers are up to date and well-stocked
• Work with Communications Team and others to make sure newsletters are up to date and  sent to the community in a timely manner

Registration

• Accept registrations, update registrant information
• Process payments made online, in person, or by mail
• Update SDB program pages with staff information
• Create event registration sheet
• Convert registrants to participants on the program page in the SDB
• Post actual enrollments to Center budget
• Communicate refund requests to the Finance Director
• Track and apply Program Credits
• Provide support/information to registration volunteers (program staff)

Generate Program reports

• Attend ongoing, regular supervisory and planning meetings with the Center Directors and others, as needed
• Schedule and attend weekly Operations Meetings with Co-directors via Zoom video conferencing
• Maintain meeting agendas and track follow-up items

How to apply

• Submit cover letter, resume & 3 references to director@portland.shambhala.org 
• By January 1