OFFICE ADMINISTRATOR
Job Description/Title: Office Administrator
FLSA Status: Regular Part-time, non-exempt position
Reports to: Executive Director
Salary/benefits: DOE
Location: NSAA Office, Anchorage, AK
Position Summary:
The Office Administrator is a highly visible and important position within the organization, ensuring our administrative office’s smooth and efficient operation. In addition to serving as the first point of contact with the public, the Office Administrator oversees office supplies and equipment, merchandise, membership and donor databases, and incoming and outgoing mail. The Office Administrator is responsible for working independently with minimal supervision, using their own initiative and judgment to manage workflow and handle most situations. They are expected to support NSAA staff with administrative processes, with a focus on continuously developing and improving systems. The Office Administrator works with staff and volunteers to provide program and bookkeeping support and may also represent the organization at occasional public events for publicity purposes.
Key Responsibilities:
- Answer phone calls, emails, and in-person inquiries
- Gain extensive knowledge of NSAA history, programs, and events to ensure exemplary customer service
- Greet visitors and address inquiries in a professional and courteous manner
- Provide information and process membership registrations
- Support NSAA event, race, and program registrations and communications
- Maintain various files, lists, and records, and run reports as staff and Board request
- Maintain the NSAA website by making updates and changes as needed
- Process donations and oversee donor recognition
- Maintain and update the Volunteer Base database and communicate with Volunteers regularly
- Prepare business correspondence, manage mailing lists, and draft and send thank you letters and cards.
- Open and route incoming mail; prepare outgoing mail
- Participate in tracking, analyzing, and interpreting membership, program, and event data
- Prepare weekly payout reports from payment processing accounts
- Work with the Executive Director to ensure proper accounts payable coding and authorization
- Work with the Newsletter editor to produce the Alaska Nordic Skier (monthly newsletter).
- Collect and prepare newsletter recipient lists according to mailing house requirements
- Prepare various paper forms and online email correspondence to members as requested by staff
- Operate office equipment including printer, scanner, copy machine, multi-line phone and voice mail, computer, mail machines, and other equipment
- Maintain a clean and neat office area and other common office areas
- Arrange for maintenance of copy machine and other office equipment
- Order and maintain office supplies
- Run occasional errands, including bank deposits, delivering promotional materials, picking up supplies, print jobs, and recycling
- Successfully complete other duties as assigned
Necessary Qualifications:
- Associate’s degree or equivalent experience
- Strong verbal communication skills
- Able to interact in a pleasant, tactful manner with varying personality types
- Able to perform under pressure in an environment where frequent interruptions are common
- Superior organizational skills and attention to detail
- Able to carry out a multi-faceted workload
- Able to maintain confidentiality
- Able to operate a computer, printer, copier, and postage meter. Familiarity with Microsoft Office and Google programs
Preferred Skills:
- Commitment to policies and mission of the Nordic Skiing Association of Anchorage
- Familiarity with the sport of Nordic skiing is a plus
- Familiarity with Quickbooks is a plus
- Ability to move up to 50 lbs. Ability to move items up and down stairs.
- Access to reliable transportation
EVENTS MANAGER
Job Description/Title: Events Manager
FLSA Status: Regular Full-time, exempt position
Reports to: Executive Director
Salary/benefits: DOE
Location: NSAA Office, Anchorage, AK
Position Summary:
The Events Manager is responsible for coordinating and supporting the day-to-day operations of the NSAA’s Events, ensuring their smooth and efficient operation to support the mission and values of NSAA. The Events Manager will work with the Executive Director, Program Manager, Event Committee Leads, NSAA Board, staff, and volunteers to support event planning and operation, budgeting of events, fundraising (if needed), registration and publicity, and reporting and tracking. The Events Manager will help the Executive Director develop and implement marketing strategies and create digital assets across the organization. The Events Manager is expected to be able to work independently with minimal supervision, using initiative and judgment in dealing with workflow and most situations.
Key Responsibilities:
- Maintain regular communication with the Executive Director, Program Manager, and NSAA staff and inform the Board of current trends, issues, and activities amongst NSAA core events to facilitate good decisions and implementation
- Play a leadership role in event committees to coordinate the set-up, implementation, and post-event debrief activities for all NSAA events, including but not limited to:
- Alaska Ski for Women
- NSAA Annual Meeting
- NSAA Ski Swap
- Ski 4 Kids
- Ski Train
- Solstice Tree Tour
- Tour of Anchorage
- Coordinate and communicate with all event volunteers. Track event volunteer participation in the main NSAA Volunteer Database
- Event sponsorship pull-through and recognition for all events together with the ED.
- Make updates on the NSAA website for all events
- Develop and implement all event communications, promotional materials, and media announcements
- Together with the Communications Director and ED, update NSAA social media accounts and help generate content
- Procure and manage all event inventory and supplies
- Assist the Program Manager and Executive Director with marketing and fundraising efforts
- Answer phone calls, emails, and in-person inquiries. Greet visitors and address inquiries professionally and courteously
- Run occasional errands for program/event support or general office management
- Help maintain clean and neat common office areas, including supply storage
- Write monthly Event-specific articles for the Nordic Skier newsletter from October through April
- Organize an annual photo contest and prepare the membership calendar for printing
- Successfully complete other duties as assigned
Necessary Qualifications:
- College degree or equivalent experience
- Event Management experience
- Strong interpersonal and written communication skills, with the ability to effectively utilize social media for the organization’s benefit
- Superior organization skills and attention to detail
- Ability to multitask
- Familiarity with Google Workforce applications: Gmail, Google Drive, Google Docs, Google Sheets
- Ability to interact in a pleasant, professional manner with all types of people and to perform under pressure in an environment where frequent interruptions are common
Core Competencies:
- Ability to thrive in a deadline-oriented workplace, deal effectively with frequent changes in priorities, delays, or unexpected events, and delegate tasks as necessary
- Ability to coordinate, inspire, and lead internal and external stakeholders
- Ability to work independently, be self-motivated, meet deadlines, and prioritize work
- Ability to think strategically, exercise good judgment, and act with integrity
- Ability and desire to be an effective team member
