Office Manager, Chaplaincy

Phillips Academy•Andover, MA

4d•$28 - $31

About The Position

The Office Manager, Chaplaincy supports the chaplains and their ministries in serving the spiritual journeys of the Andover community. The role coordinates administrative needs and serves as the primary liaison for internal and external use of Chapel facilities, including scheduling, communications, and coordination of Chapel policies and processes across offices, departments, and external guests. Reporting to the Protestant Chaplain, the Office Manager works in a busy office with frequent interruptions and balances multiple priorities. This is a benefits-eligible, part-time position at .50 FTE, or 25 hours per week, scheduled for the academic year, usually from mid-August through mid-June. The position includes occasional evening and weekend hours.

Requirements

3–5 years of office experience.
High proficiency in Microsoft Office and Google Suites, page layout software, and Canvas, with the ability to learn new software.
Ability to work collaboratively and take initiative and work independently on a broad variety of projects.
Excellent interpersonal skills and ability to establish and maintain healthy working relationships with chaplains, faculty, staff, students, alumni, and outside vendors.
Ability to balance multiple priorities amid frequent interruptions.
Strong verbal and written communication, attention to detail, and organizational skills.
Good judgment and decision-making skills.
Discretion when handling sensitive information.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Contribute to a safe, inclusive, and hospitable Chapel environment for the campus community, visitors, and guests.
Serve as the primary liaison and point of contact for scheduling, organizing, and coordinating the setup, use, and cleanup of Chapel facilities.
Maintain the master calendar of Cochran Chapel events and communicate weekly event information across offices and departments and through the Gazette and Family Bulletin.
Maintain a detailed list of local houses of worship and religious and spiritual communities.
Communicate Chapel usage policies and processes and collaborate on updates to them.
Handle day-to-day office logistics, including responding to email, callers, and visitors; managing email lists, databases, and meeting minutes; scheduling appointments; coordinating meetings; and arranging events.
Provide administrative support to the Philosophy and Religious Studies department.
Provide administrative support to the Chaplaincies, including Jewish High Holiday events; Catholic worship programs, Confirmation materials and events, and mailings; Protestant services; and interfaith events and programs.
Assist the Coordinator for All School Meetings with logistics and planning for guest speakers and assemblies.
Maintain a welcoming office space that also serves as a Green Room and staging area for guests and concert directors.
Coordinate with on-campus and off-campus vendors for food, flowers, office, worship, and kitchen supplies, and printing.
Submit calendar information and articles to the Family Bulletin and the Gazette weekly.
Maintain Chapel office equipment and the Chapel copier.
Manage the Chapel budget.
Maintain Chapel files and support Archives.
Process student excused absences for the Chaplaincy, particularly those related to religious observances.