Office Manager (Swedish-American Historical Society)

Position Summary

The office manager is responsible for the day-to-day operations of the Society, in consultation with the board chair and the treasurer, Main tasks include handling correspondence (print and email), managing the membership database and renewals, financial revenue, mailings, Mailchimp updates, social media posts, and web-based technology. The office manager is the personal face of the Society to members, potential members, persons contacting the Society for a variety of reasons, and at public events.

Reports to: Executive Committee (Board Chair and Treasurer) of the Swedish-American Historical Society; employed through North Park University.

About the Society

Established in 1948, the Swedish-American Historical Society https://www.swedishamericanhist.org/ is a non-profit organization centrally managed from its office on the campus of North Park University on Chicago’s north side. Members (across the United States and internationally) support the Society’s mission of studying 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.

Hours and Location: Up to 18 hours weekly based on current Society projects and events, averaging 12 hours weekly, On-site at North Park University 60%. Remote 40%. Occasional duties at special public events on evenings and weekends.

Essential Responsibilities

Promptly receive and respond to all inquiries, including mail, email, and social media messages.

Serve as members’ and the public’s first point of contact, promptly responding to inquiries and forwarding needs and concerns to the appropriate officer or committee.

Manage Society membership database, mailing lists, renewals, and correspondence.

Responsible for membership mailings, including packaging and mailing books.

Process book and event sales.

Process revenue and incoming donations using QuickBooks and drop-off bank deposits.

Track donations and send acknowledgment letters.

Update content on the website as needed, post on social media accounts, and send updates via MailChimp on a regular schedule in consultation with the board chair, treasurer, and Communications and Membership Committee.

Maintain print and digital files and prepare records to transfer to the archives.

Assist with meetings and special events in coordination with the Program Committee.

Assist with meetings and production of newsletter Glimtar and other news announcements in coordination with the Communications and Membership Committee.

Assist committees and board in scheduling and arranging video meetings.

Organize and maintain office operations.

Other office duties may be assigned.

Salary: $20 per hour

Requirements

Essential Qualifications

Facility with software applications: MS Office Suite; Google drive and email; ACT! membership database (or similar platform); and Zoom meeting software.

Proven office management, administrative or assistant experience

Attention to detail and accuracy.

Self-motivated.

Excellent written and verbal communication skills.

Strong organizational and planning skills.

Excellent time management skills and ability to multitask and prioritize work.

Committed to building strong working relationships and a positive work environment.

Desired Qualifications/Skills/Experience

WordPress website editing skills or willingness to be trained.

QuickBooks, or willingness to be trained.

MailChimp or similar messaging service.