VAM Staff will be working remotely until further notice. We will check our mail regularly & you can always reach us via email. Staff list is on the Leadership page.

Job Listing: Office Manager

Job Postings ,

Christ Church Foundation - Weems, VA

The Foundation for Historic Christ Church (FHCC) in Weems, Virginia seeks a team player for the position of Office Manager. Excellent people skills, experience working with volunteers and non-profit organizations, and strong office, computer and written skills required. Will manage day-to-day office for FHCC, a non-profit organization dedicated to preservation, research and education at Historic Christ Church (1735), a National Historic Landmark. Other duties include public relations, donor relations, assisting volunteers and staff, managing events, and managing a modern burying ground on the HCC campus. Competitive salary and benefits. Email letter of interest and resume to rteagle@christchurch1735.org by August 17.

 

Public Relations

  • Interact with visitors, volunteers, staff, event guests, funeral attendees, contractors and others in a professional and courteous manner
  • Refer prospective donors to the Executive Director for action
  • Collect contact information for potential new volunteers and relay to the Volunteer Council’s volunteer coordinator and to the Executive Director.

 

 

Office Management

  • Manage day-to-day functions of Foundation office
  • Create and maintain an efficient office utilizing current technologies and through coordination with Executive Director, Assistant Director of Administration, accounting, volunteers, and board of directors
  • Review daily mail and disseminate to appropriate person (office staff, accounting, volunteer, board member, etc.)
  • Perform daily office tasks to include copying, scanning, filing, data entry, and other assignments for staff, volunteers and board of directors
  • Maintain inventory of office supplies (paper, ink, annual calendars, etc.)
  • Maintain and update Foundation contacts (volunteers, board member lists, contractors) and provide access to board members, committees, volunteers and staff as needed
  • Maintain daily and monthly FHCC master calendar (meetings, programs and events, use of Bayne Center and church by outside groups, funerals/burials) and share with board members on monthly basis; notify staff, board members and Volunteer Council of important changes
  • Ensure board and volunteer council minutes and other Foundation records are up to date and assembled in both printed and digital files
  • Copy and assemble materials (agendas, minutes, etc.) for board and volunteer council meetings
  • Ensure coffee and refreshments are available as needed for board, council and committee meetings; maintain regular supply of water jugs for coolers in office and research room
  • Gather cash from donation boxes and process and record gift shop receipts; enter cash donations into Gift Shop Point of Sale (POS) as appropriate
  • Prepare cash and check donations for deposit and entry; make deposits to checking account of cash/check donations as necessary

 

 Donor Relations

  • Record on current basis in donor management software all donations, pledges, gifts in kind; generate and mail acknowledgement letters and fulfillment reminders
  • Process credit card donations (online and giving forms received in mail)
  • Update donor records to include address and email changes, obituaries, records of all gifts and other pertinent notes on donor cultivation and involvement in Foundation events
  • Update Constant Contact lists as needed with other staff members
  • Maintain accurate donor records for assembly and inclusion in 1735 Times Annual Report
  • Manage all aspects of order and installation of commemorative bricks in courtyard

 

 

Volunteer Relations

  • Assist volunteers on day to day basis as needed at reception desk, gift shop, museum, church and other parts of the campus
  • Assist volunteers with Point of Sale (POS) and Volunteer Scheduling Pro (VSP) as needed
  • Copy, scan or print minutes, reports, notices and other items for volunteer committees and council
  • Send emails to volunteer committees/council and board as requested by volunteers or board members
  • Assist in maintaining records of volunteer hours/years of service for annual recognition event

 

 

Event Management

  • Provide assistance for public events before and after to include ticketing, seating, AV equipment and set-up/clean up
  • Maintain, order and inventory event supplies
  • Accept any deliveries for funerals, weddings and other events to take place on campus. Ensure items (flowers, signage, reception goods, caterer equipment) are properly stored before and after event
  • Liaise with Grace Episcopal Church clergy and wedding director on scheduling and logistics for weddings and other services inside Christ Church
  • Coordinate with funeral homes regarding internments and graveside services: marking grave sites for vault companies; scheduling graveside services, setup and any receptions in Bayne Center; and in rare cases services in the church (coordinating with funeral homes and Grace Episcopal Church)

 

  Burying Ground Management

  • Maintain accurate records for the Burying Ground, including populating data in Crypt Keeper (cemetery management software) that maps the Burying Ground and maintaining records for donors/volunteers interred in Burying Ground
  • Process all requests for the assignment of available grave sites and maintain wait list
  • Communicate to persons seeking sites the rules and regulations of interment in the FHCC Burying Ground
  • Prepare and deliver new or transferred Certificates of Assignment for burial sites
  • Work with families or responsible parties for ordering scrolls and/or memorial markers; coordinate with contractor for marker/scroll installation
  • Work with local veterans’ organizations to coordinate placement of flags on veterans’ graves on Memorial and Veterans’ Day.
  • Monitor burial sites and overall Burying Ground for adherence to policies and for damage to markers, landscape, etc.

 

 

The successful candidate will be a team player committed to the mission of the Foundation for Historic Christ Church. The Office Manager will work closely with staff, volunteers, board members, and others to carry out these and other duties as may be assigned in support of FHCC’s mission. 

The Foundation for Historic Christ Church (FHCC) in Weems, Virginia seeks a team player for the position of Office Manager. Excellent people skills, experience working with volunteers and non-profit organizations, and strong office, computer and written skills required. Will manage day-to-day office for FHCC, a non-profit organization dedicated to preservation, research and education at Historic Christ Church (1735), a National Historic Landmark. Other duties include public relations, donor relations, assisting volunteers and staff, managing events, and managing a modern burying ground on the HCC campus. Competitive salary and benefits. Email letter of interest and resume to rteagle@christchurch1735.org by August 17.

 

Public Relations

  • Interact with visitors, volunteers, staff, event guests, funeral attendees, contractors and others in a professional and courteous manner
  • Refer prospective donors to the Executive Director for action
  • Collect contact information for potential new volunteers and relay to the Volunteer Council’s volunteer coordinator and to the Executive Director.

 

Office Management

  • Manage day-to-day functions of Foundation office
  • Create and maintain an efficient office utilizing current technologies and through coordination with Executive Director, Assistant Director of Administration, accounting, volunteers, and board of directors
  • Review daily mail and disseminate to appropriate person (office staff, accounting, volunteer, board member, etc.)
  • Perform daily office tasks to include copying, scanning, filing, data entry, and other assignments for staff, volunteers and board of directors
  • Maintain inventory of office supplies (paper, ink, annual calendars, etc.)
  • Maintain and update Foundation contacts (volunteers, board member lists, contractors) and provide access to board members, committees, volunteers and staff as needed
  • Maintain daily and monthly FHCC master calendar (meetings, programs and events, use of Bayne Center and church by outside groups, funerals/burials) and share with board members on monthly basis; notify staff, board members and Volunteer Council of important changes
  • Ensure board and volunteer council minutes and other Foundation records are up to date and assembled in both printed and digital files
  • Copy and assemble materials (agendas, minutes, etc.) for board and volunteer council meetings
  • Ensure coffee and refreshments are available as needed for board, council and committee meetings; maintain regular supply of water jugs for coolers in office and research room
  • Gather cash from donation boxes and process and record gift shop receipts; enter cash donations into Gift Shop Point of Sale (POS) as appropriate
  • Prepare cash and check donations for deposit and entry; make deposits to checking account of cash/check donations as necessary

 

 Donor Relations

  • Record on current basis in donor management software all donations, pledges, gifts in kind; generate and mail acknowledgement letters and fulfillment reminders
  • Process credit card donations (online and giving forms received in mail)
  • Update donor records to include address and email changes, obituaries, records of all gifts and other pertinent notes on donor cultivation and involvement in Foundation events
  • Update Constant Contact lists as needed with other staff members
  • Maintain accurate donor records for assembly and inclusion in 1735 Times Annual Report
  • Manage all aspects of order and installation of commemorative bricks in courtyard

 

 Volunteer Relations

  • Assist volunteers on day to day basis as needed at reception desk, gift shop, museum, church and other parts of the campus
  • Assist volunteers with Point of Sale (POS) and Volunteer Scheduling Pro (VSP) as needed
  • Copy, scan or print minutes, reports, notices and other items for volunteer committees and council
  • Send emails to volunteer committees/council and board as requested by volunteers or board members
  • Assist in maintaining records of volunteer hours/years of service for annual recognition event

 

Event Management

  • Provide assistance for public events before and after to include ticketing, seating, AV equipment and set-up/clean up
  • Maintain, order and inventory event supplies
  • Accept any deliveries for funerals, weddings and other events to take place on campus. Ensure items (flowers, signage, reception goods, caterer equipment) are properly stored before and after event
  • Liaise with Grace Episcopal Church clergy and wedding director on scheduling and logistics for weddings and other services inside Christ Church
  • Coordinate with funeral homes regarding internments and graveside services: marking grave sites for vault companies; scheduling graveside services, setup and any receptions in Bayne Center; and in rare cases services in the church (coordinating with funeral homes and Grace Episcopal Church)

 

 Burying Ground Management

  • Maintain accurate records for the Burying Ground, including populating data in Crypt Keeper (cemetery management software) that maps the Burying Ground and maintaining records for donors/volunteers interred in Burying Ground
  • Process all requests for the assignment of available grave sites and maintain wait list
  • Communicate to persons seeking sites the rules and regulations of interment in the FHCC Burying Ground
  • Prepare and deliver new or transferred Certificates of Assignment for burial sites
  • Work with families or responsible parties for ordering scrolls and/or memorial markers; coordinate with contractor for marker/scroll installation
  • Work with local veterans’ organizations to coordinate placement of flags on veterans’ graves on Memorial and Veterans’ Day.
  • Monitor burial sites and overall Burying Ground for adherence to policies and for damage to markers, landscape, etc.

 

The successful candidate will be a team player committed to the mission of the Foundation for Historic Christ Church. The Office Manager will work closely with staff, volunteers, board members, and others to carry out these and other duties as may be assigned in support of FHCC’s mission.