Office Manager/Board Liaison

Job Description

Summary: Reporting to the Executive Director, the Office Manager and Board Liaison position is responsible for coordinating all administrative and organizational activities that relate to the Museum. This Position will also serve as the main point of contact for the organization’s Executive Director and coordinate meetings, events or special projects at the direction of the Executive Director, particularly Board meetings and subcommittees of the Board. This position will serve as the Board Liaison and will be expected to coordinate all meetings, take Board meeting minutes, maintain Board files and use the utmost discretion. Additionally, the Position will work to assist the Controller with financial data entry and minor financial duties. The Position will also manage the office needs including ordering supplies, tracking office hardware and certain software, occasional errands, mailings, and other general collective office tasks. This Position also interacts with the public being primarily responsible for answering the main Museum phone and fulfilling information requests. The Museum has a small staff, this position is expected to be the glue of the organization. This is a perfect position for a detailed-oriented, discreet person seeking to learn the Museum field.

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Primary Responsibilities

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- Serve as liaison to the Board of Trustees

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- Organize all board and committee meetings

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- Prepare communications to Board as directed by Executive Director

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- Create official minutes of the full Board and records of committee proceedings in a timely manner, ensure all relevant Board materials are maintained on the shared drive.

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- Update Board contact lists and be responsible for preparing and updating the Board handbook and slate each year.

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- Prepare and distribute all packets (agendas and minutes) before each Board and Committee meetings; ensure proper room set ups, zoom calls, a/v needs, etc.

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- Assist the Executive Director with daily communications (may include emails, drafting documents, mailings, etc.) as well as with planning staff meetings, retreats and trainings.

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- Complete expense reports accurately within a timely fashion.

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- Maintain professional demeanor and respect confidential information.

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- Manage special events and other projects at the request of Executive Director to include tracking RSVPs and serving as primary point-of-contact.

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- Work with Controller to receive, distribute, check coding and signatures, and scan invoices; review bank statements; assist with A/P and A/R; scan, file, generate reports and other projects for the Controller.

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- Serve as liaison with copier service for office printers and copiers: printing issues, toner/ink needs, monthly count, etc.

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- Tracking and celebrating important staff limestones (birthdays & work anniversaries).

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- Manage online subscriptions for the Museum – Zoom, Amazon, Staples, Paperless Post, Docusign, etc. Serve as Veevart database administrator and Paylocity.

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- Maintain the Museum’s Master calendar with all meetings, events, holidays, anniversaries and employee vacations.

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- Order office supplies and business cards as needed by organization

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- Order additional items as requested (donor gifts, flowers, lunches, etc)

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- Handle all requests for donations of Museum tickets or goods

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- Work with HR (offsite), order background checks, maintain and distribute new employee packets; orient new employees as needed, maintain confidential employee files.

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- Keep all Museum job descriptions current with input from staff.

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- Sort and distribute incoming & outgoing mail each day.

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- Answer the Museum's main phone line fulfilling information requests

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- Other duties as assigned.

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Personal Characteristics:

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− Integrity, widely trusted and viewed as a direct, truthful individual

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− Approachability - easy to approach; spends extra effort to put people at ease, presents a warm demeanor particularly to Board members and staff; builds rapport easily

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− Interpersonal Skills - Relates well to all kinds of people, up, down, and sideways, inside and outside the organization; works collaboratively, builds constructive and effective relationships; uses diplomacy and tact, and truly enjoys working in a small team environment.

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− Planning & Organizational Skills - Accurately assesses length and difficulty of tasks and projects; sets objectives and goals; identifies process steps; develops schedules and task/people assignments; anticipates and course corrects; very detail oriented and adept at multi-tasking.

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− Pro-active – takes initiative without always waiting for direction, looks beyond the obvious and doesn't stop at the first answers, uses creativity

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− Written and Verbal Communication - writes clearly and succinctly in a variety of communication settings and styles; tailors messages to a variety of audiences; maintains professionalism at all times.

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− Discretion – accustomed to working on sensitive issues and information in a professional and, as required, confidential manner

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− Team Oriented - works effectively with others; actively contributes to the achievement of group and organizational goals; accepts shared responsibility and ownership of projects.

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The person who will best achieve at this position is one who is flexible, personable, detail oriented, well-versed in technology or adept at learning and enjoys contributing to the Museum’s goals. Person must have strong computer skills.

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The National Museum of Railroad History & Innovation is the birthplace of American railroading located on 40 acres in West Baltimore. The Museum has a small and dynamic staff and is actively preparing for its 200th anniversary in 2027.

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The Museum offers competitive benefits as well as free, onsite, secure parking.

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Education:

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• Bachelor's (Preferred)
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Experience:

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• Microsoft Office: 2 years (Preferred)
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• Administrative experience: 2 years (Preferred)
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• Veevart: 2 years (Preferred)
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