Volunteer Office Manager(Barrington)
We are seeking dedicated and organized Volunteer Office Managers to oversee the daily operations of our Barrington office. Each manager will cover at least one 4-hour shift per week. The office operates two 4-hour shifts daily, seven days a week. This role is vital to ensuring the smooth operation of our office, supporting our staff, volunteers, and programs.
1. Office Administration: -
- Manage phone calls, emails, and correspondence.
- Greet and assist visitors, volunteers, and clients. -
- Maintain a clean and organized office environment. -
- Order and manage office supplies.
2. Support Operations:
- Assist with scheduling and coordinating meetings.
- Maintain and update office records and files.
- Support the preparation of reports and presentations.
- Assist with data entry and database management.
3. Volunteer Coordination:
- Assist in the coordination and communication with volunteers.
- Help schedule volunteer shifts and track attendance.
- Provide orientation and support to new volunteers.
4. Program Assistance:
- Support the planning and execution of events and programs.
- Assist with fundraising and awareness activities.
- Provide logistical support for workshops and training sessions.
1. Training Programs:
- Office Management Training: Comprehensive training on office administration, including phone and email management, record keeping, and office supply management.
- Volunteer Coordination Training: Guidance on how to effectively coordinate and support volunteers, including scheduling, communication, and orientation processes.
- Program and Event Support Training: Training on how to assist with program planning, execution, and logistics, including fundraising and awareness activities.
2. Operational Support:
- Access to Office Materials: Detailed guides, manuals, and resources related to office procedures, record-keeping, and administrative tasks.
- Technology and Software: Access to Microsoft Office Suite (Word, Excel, PowerPoint), email management tools, and any relevant databases for managing office operations.
- Communication Tools: Organizational email accounts, phone lines, and communication tools necessary for managing office correspondence and coordinating with volunteers.
3. Office and Event Resources:
- Office Supplies: Regular provision of necessary supplies such as stationery, printers, and other office essentials to maintain a well-organized workspace.
- Event Planning Kits: Materials and templates for organizing and supporting events, including logistical tools, checklists, and schedules.
4. Ongoing Support:
- Regular Check-ins: Scheduled calls and meetings with the Barrington office management team for guidance, updates, and support.
- Mentorship and Feedback: Ongoing support from experienced office managers and leaders, with a feedback mechanism to help improve office processes and volunteer coordination.
5. Administrative and Logistical Resources:
- Record Management Tools: Access to digital and physical filing systems for maintaining accurate records of office activities, volunteer schedules, and other essential documentation.
- Budget and Resource Management: Tools and guidelines for managing office expenses, ordering supplies, and tracking the office budget.
- Logistical Support for Programs: Assistance with organizing logistics for workshops, training sessions, and events, including booking venues, managing materials, and coordinating with participants.
Milestones
1
Preparation
- Study the existing material.
- Familiarize yourself with Rahab's Daughters' mission, values, and office procedures.
- Complete Orientation
- Participate in a thorough orientation session to understand office protocols, key responsibilities, and the organizational structure.
- Training on Office Management Tools
- Gain proficiency in using Microsoft Office Suite (Word, Excel, PowerPoint), email management, and any other relevant tools.
2
Office Administration
- Manage phone calls, emails, and correspondence.
- Ensure all inquiries are handled promptly and professionally.
- Greet and assist visitors, volunteers, and clients.
- Provide a welcoming and supportive environment for everyone entering the office.
- Maintain a clean and organized office environment.
- Regularly check and tidy up the office space to ensure a professional setting.
- Order and manage office supplies.
- Monitor inventory and ensure that necessary supplies are always available.
3
Support Operation
- Assist with scheduling and coordinating meetings.
- Manage calendars, book meeting rooms, and ensure all preparations are in place.
- Maintain and update office records and files.
- Keep accurate and up-to-date records in both physical and digital formats.
- Support the preparation of reports and presentations.
- Compile data, create documents, and ensure materials are ready for meetings.
- Assist with data entry and database management.
- Accurately input and maintain information in the organization’s databases.
4
Volunteer Coordination
- Assist in the coordination and communication with volunteers.
- Act as a point of contact for volunteers, ensuring clear and timely communication.
- Help schedule volunteer shifts and track attendance.
- Organize and monitor volunteer schedules to ensure coverage for all shifts.
- Provide orientation and support to new volunteers.
- Welcome new volunteers and guide them through their initial tasks and responsibilities.
5
Program Assistance
- Support the planning and execution of events and programs.
- Help organize logistics, coordinate with team members, and ensure smooth execution.
- Assist with fundraising and awareness activities.
- Provide administrative and logistical support for fundraising campaigns and events.
- Provide logistical support for workshops and training sessions.
- Ensure all materials, venues, and other logistical elements are in place for successful workshops.
6
Consulting and Feedback Session
- Provide feedback on office management processes.
- Share insights on improving office operations, volunteer coordination, and overall efficiency.
- Participate in a follow-up review after the first three months.
- Assess progress and suggest adjustments to ensure ongoing success in your role.
Skills
Must have
Communications, Management & Leadership, Administration
Nice to have
Fundraising, Project Management
Languages
Must have
English
UN SDGs supported
Rahabs Daughters
To serve our communities and disrupt human trafficking with the use of modern technology, at every stage from stopping demand to prevention, rescue rehabilitation & reintegration.
Our Values
Grace
Transformation
Resilience
Compassion
Empowerment
Posted by
SW
Sharmila Wijeyakumar
Project Leader