Office Manager

Position Title: Office Manager
Reports To: Director
Nature of the Position: Seasonal and Residential
Dates: May 15 – June 14 for 15 hours per week, June 14 – August 6, 2013 full time
Number of Positions: 1

Girls Leadership Institute (GLI) Description:
GLI teaches girls tools for assertive self-expression, emotional intelligence, and healthy relationships for success in leadership and life. Our programs include parent-daughter workshops, day camps, a residential summer camp, and professional development trainings for educators, parent education presentations, and after-school classes.

Program Description:
GLI seeks experienced Office Manager dedicated to girls’ social and emotional development to work at its residential summer camp at Mount Holyoke College in South Hadley, MA, from June 16 – August 6, 2013. GLI summer camp is divided into two, three-week sessions, serving girls in grades six through twelve (sixth graders attend for a ten-day session).

The Office Manager who will supervise 1 - 2 office interns and works with the Camp Director to oversee the operations of GLI Summer Camp.

The Office Manager receives one day off every 7-8 days and two days off in between sessions. Working as a member of the GLI staff is a unique, exciting and demanding opportunity. Creating the GLI community requires hard work, long hours, and significant commitment. Staff must maintain a high level of energy, patience, professionalism, and compassion from early morning wake-up to evening staff meetings. This intense work schedule requires stamina and dedication. The result is an incredibly rewarding job transforming the lives of adolescent girls.


Primary Responsibilities:

Before Camp

  • Help organize, file and prepare pre camp paper work
  • Ensure that each girl and staff member has the required file for health history and examination before the start of camp
  • Confirm off campus activities and transportation with vendors
  • Support the Camp Director in preparing materials, schedules, and systems for camp
  • Help organize materials for both camp and staff training

During Camp

  • Function as the chief liaison to clients and Mount Holyoke College, serving as the first point of contact via phone and email and delegating all response communication as needed.
  • Customer support to parents and vendors. The Office Manager will respond to all parent inquiries by phone and email
  • Plan and oversee the first and last days of each camp session working with the Assistant Camp Director to organize girl check-in and checkout
  • Process accounting documentation by reporting expenses and completing necessary check requests and receipt tracking forms
  • Confirm all off-campus trip activities, making phone calls and additional arrangements as necessary
  • Oversee 6-8th grade session one girl spending through tracking and inventory at the GLI store and collect daily spending totals and match expected totals with cash.
  • Oversee camp store by managing Residential Counselors along with organizing inventory, tracking daily purchases, and completing a final inventory.
  • Oversee supply inventory by ordering camp supplies as in advanced and as necessary and tracking spending
  • Oversee all off-campus shopping by reviewing and confirming shopping lists and tracking spending
  • Oversee “Bunk 1” electronic family communications by uploading the girl blog with paragraphs and photos, print girl emails and confirm fax receipts
  • Oversee the close of camp including inventory, packing, and storage

Additional Responsibilities Include:

  • Participate in five full days of staff training at Mount Holyoke College, June 17-21
  • Participate in two full days of post-camp evaluation at Mount Holyoke College, August 5 & 6

A sample of a typical day for the Camp Office Manager

8:00 Breakfast
8:40 Office Work
12:00 Lunch
1:35 Errands & Office Work
6:00 Dinner

You may be asked to work after 6 pm.

Qualifications
Candidates must be at least 23 years of age, have at least 2 years of office/administrative experience, possess basic accounting/bookkeeping skills, have some supervisory experience, thrive in fast-paced environments, and be able to multi-task.

The ideal candidate will:

  • Be able to create efficient office systems
  • Proficiency of Microsoft Office Excel on PC and Mac platforms
  • Possess excellent communication skills
  • Have excellent customer service skills
  • Be responsible and self-motivated
  • Have the ability to remain flexible and patient in the face of time pressure and multiple demands
  • Be detail-oriented and committed to excellence
  • Approach problems creatively and proactively
  • Work well with others as part of a team
  • Be comfortable with professional observation and regular feedback
  • Be passionate about girls’ empowerment and leadership
  • Be comfortable with professional observation and consistent feedback
  • Approach challenges creatively and proactively
  • Have a current and valid drivers license

Compensation:
• $1,200 for fifteen hours per week, May 15 – June 14, 2013
• $4,200 for seven weeks of summer camp inclusive of teacher training and staff orientation, June 14 – August 6, 2013
• Room and board at Mount Holyoke College for June 14 – August 6, 2013
• Total travel reimbursement up to $200 if traveling beyond a 150 mile radius from Mount Holyoke College

To apply:
Applications will be reviewed and processed in the order received. Although the application deadline is March 15, 2013, hiring decisions may be made prior to this date. Applicants should send a cover letter, resume, application, and at least three references in MS Word or a PDF format to Julia Loonin at julia@girlsleadership.org.

Click here to download the application

The subject line of the email should include your full name and “Office Manager Application.” Please call 866.744.9102, extension 2 with any questions. To watch the GLI video, see photos from last summer, or read testimonials please visit www.girlsleadership.org