NSAA Seeks Events Manager and Office Administrator

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