Office Manager
2 months ago
**The Role**
**Location**: This role is predominantly performed onsite but will be extended some work from home flexibility depending on the nature of the tasks.
**Schedule**: It is expected these hours will be fulfilled between Monday to Friday 9am to 5pm with some availability to work an occasional evening or weekend. This role is an hourly part-time role with an estimated hourly workload of 20 hours. Hours will fluctuate on a week-to-week basis depending on the needs of the organization.
**Reports to**: Glenmore Gymnastics Club’s Board of Directors.
**Responsibilities**
**Operations**:
- Responsible to create a welcoming and collaborative team culture amongst all staff and parents.
- Administers the day-to-day operations of GGC working collaboratively with the Leadership Team and staff.
- Set and publicize club calendar (on Jackrabbit and website)
- Plans and manages Special Events with the Leadership Team as needed.
- Ensure all staff hours are uploaded into Ceridian/Powerpay weekly and process payroll on the set out payroll schedule.
- Responsible for updating the website.
- Ensure that all facility insurances and maintenance is conducted in a timely manner. Includes tracking all contractor contacts, invoices are sent to finance for payment, certification of all fire extinguishers, insurance & AGF fees are paid, maintenance of all gym equipment, gym cleanings etc.
- Manage all inhouse events, & ensure staffing is adequate for any: birthday parties/Kids nights out/ School Breaks/ Drop-in/ Summer Camps. Including booking rentals.
- Help to ensure good customer service leading by example through answering phones, speaking with parents, taking registrations and addressing concerns
- Responsible for the lobby décor and posted bulletins and advertisements (Including TV slideshow)
- Create, implement and track the Family Commitment Plan (FCP) and any volunteer committees
- Annually edit and communicate member’s handbook, FCP, and volunteer committees to members with the help of the Leadership Team
- Follow and implement Policies and Procedures as well as Policies set forth by AGF and GCG
- Acts as a spokesperson for the organization
- Interact with sports administrators, sponsors and affiliates
- Work with AGF to host courses and events
- Create new ways for Glenmore to earn revenue. Contribute to fundraising opportunities which includes create and maintain a schedule, facility rentals, new programs etc.
- Ensure Jackrabbit is up to date and utilized to its full capacity. Classes, scheduling, volunteer credits (if applicable), coaches notes etc. for all programs.
- Maintain the reception/lobby area including ensuring the supply of healthy snacks and drinks at the desk for purchase, Maintain cash box for sales and supplies.
- Manage the clubs Jackrabbit account, social media sites, website, Create monthly newsletter for distribution to highlight happenings in the club and marketing for the club.
- Create / maintain class lists in Jackrabbit for Recreational program, work with other coaches to ensure all programs schedules are accurate, staffed and communicated accordingly.
- Ad hoc requests or projects as requested by the board.
**Personnel Management**
- Ensure all coaches certifications are upkept and tracked. This will include first aid, CPR, training etc.
- Participates in monthly Leadership Team meetings and quarterly coaching meetings.
- Write job descriptions and contracts for all Leadership Team staff.
- Update staff handbooks with the assistance of the Leadership Team.
- Assist with hiring staff as required
- Exercise all FOIP regulations and enforce them with staff.
- Encourage team building by facilitating open communication and positive working relationships with staff.
- Support and encourage staff initiatives.
- Seek to resolve conflict immediately with staff and/or members.
- Maintain a good working relationship with all staff, affiliates of GGC, AGF, GCG and Board of Directors.
**Financial Management**
- Develop and monitor the club budget with the Board of Directors and communicate it to the Leadership Team.
- Work with the Leadership Team to ensure expenditures are within the budget.
- Establish and implement a comprehensive filing system for current and archived financial documents.
- Assist with club budgeting by setting enrollment targets, tuition rates, etc.
- Assist Leadership Team to ensure that all programs are viable from a budget, staff, resource and schedule perspective
- Plan and organize casinos, raffles, bingos and other fundraising events and ensure proper financial reports are completed on time.
- Provide the Board of Directors with any financial information requested
- Additional administrative duties as assigned by the Board of Directors
**Qualifications and Skillset**
- 5+ years of relevant experience;
- Experience managing a team would be an asset;
- Highly proficient with Excel and an understanding of accounting systems (QuickBooks Online would be an asset);
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