Office Manager (Swedish-American Historical Society)

North Park University•Chicago, IL

10d•Hybrid

About The Position

The Office Manager is responsible for the day-to-day operations of the Swedish-American Historical Society, in consultation with the board chair and treasurer. The role handles correspondence, membership records and renewals, revenue processing, mailings, Mailchimp updates, social media posts, and web-based technology. The Office Manager is the Society’s primary point of contact for members, potential members, people contacting the Society, and attendees at public events. The position reports to the Society’s Executive Committee (the Board Chair and Treasurer) and is employed through North Park University. The Swedish-American Historical Society is a nonprofit organization established in 1948 and centrally managed from its office on the campus of North Park University in Chicago. Its members support the study of Swedish emigration, the history and culture of Swedish immigrants and their descendants in North America, and the ongoing history of relations between the United States and Sweden through research, publications, public programs, and archives. The position is based at North Park University, with approximately 60% of work onsite and 40% remote. It is scheduled for up to 18 hours per week based on current projects and events, averaging 12 hours weekly. Occasional duties at special public events take place on evenings and weekends. Compensation is $20 per hour.

Requirements

Facility with MS Office Suite, Google Drive and email, ACT! membership database or a similar platform, and Zoom meeting software.
Proven office management, administrative, or assistant experience.
Attention to detail and accuracy.
Self-motivation.
Excellent written and verbal communication skills.
Strong organizational and planning skills.
Excellent time management skills and ability to multitask and prioritize work.
Commitment to building strong working relationships and a positive work environment.

Nice To Haves

WordPress website editing skills or willingness to be trained.
QuickBooks experience or willingness to be trained.
MailChimp or similar messaging service experience.

Responsibilities

Promptly receive and respond to inquiries through mail, email, and social media.
Serve as the first point of contact for members and the public, responding to inquiries and forwarding needs and concerns to the appropriate officer or committee.
Manage the Society’s membership database, mailing lists, renewals, and correspondence.
Prepare membership mailings, including packaging and mailing books.
Process book and event sales.
Process revenue and incoming donations using QuickBooks and make bank deposits.
Track donations and send acknowledgment letters.
Update website content as needed, post on social media accounts, and send regular MailChimp updates in consultation with the board chair, treasurer, and Communications and Membership Committee.
Maintain print and digital files and prepare records for transfer to the archives.
Assist with meetings and special events in coordination with the Program Committee.
Assist with meetings and production of the newsletter Glimtar and other news announcements in coordination with the Communications and Membership Committee.
Assist committees and the board with scheduling and arranging video meetings.
Organize and maintain office operations.
Perform other office duties as assigned.