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Office Administrator Job Description

Title: Office Administrator

Rate: $15/ hour, part-time

Work Location and Schedule: The nature of this position is to handle basic office tasks at the Center’s office, to provide routine administrative support for volunteers, who are sometimes available only outside of standard business hours, and to support Kadampa Center programs, specifically during Sunday teachings. The job may occasionally require irregular or variable hours. 

Position Detail: This is a part-time position, up to 15 hours/week. This job has a term of one year and may be renewed at the end of the term. There are no guarantees of continued employment, either within the term or when the term ends. 

Job Description Overview: Perform basic office functions as well as tasks that support Kadampa Center’s programs, general operations, financial development and management. Programs include Spiritual Program, Family Program, Outreach, Prison Project, and Community Engagement. Operations include Communications, Information Technology, Media, Facilities, and Grounds.

Job Description Details: Perform general administrative tasks such as checking mail, ordering and stocking materials and supplies, keeping office and common areas tidy, and being available to give access to vendors.  Answer general inquiries from calls and emails. Contribute in following areas, determined by experience and skills, as well as the Center’s needs:

Administrative and IT

  • Process snail mail (direct it to recipient or open and handle issue involved)
  • Check voicemail daily during the week
  • Answer general inquiries from calls or Center emails (office@k-c and info@k-c) or direct to proper committee/coordinator when appropriate
  • Manage lists, enter and update data, and run reports in Realm to support finance and programs
  • Help maintain online accounts and permissions
  • Help maintain organization’s data, such as email, calendar, contacts, folders, files and paper documentation
  • Keep office supplies up to date
  • Organize dharma burn

Communications and Programs 

  • Attend once/month coordinator meetings to stay current with Center happenings, and possibly help facilitate or take notes
  • Support Program Coordinators communication needs such as updating the website and creating or sending emails
  • Facilitate content gathering and creation; create or post photos and social media content
  • Support outreach to community and volunteer sign-ups and service opportunities

Bookkeeping and Reporting

  • Pay accounts and reimbursements (AP)
  • Manage and deposit donations
  • Confirm bookstore count and make deposit. Maintain cash drawer.
  • Record financial transactions 

IGC (fundraising) support

  • Support Annual Appeal (the actual campaign will be organized by IGC committee or Center Director and BOD president)
    • Create printed and electronic materials
    • Organize mailings
  • Support communications with donors as directed by IGC - thank-you letters, phone calls from board and management/coordinator team

Facilities support

  • Perform administrative functions related to lock and key control and signage; maintain list of individuals with building access and their codes
  • Maintain day-to-day awareness of components and systems that provide heating, cooling, water, sewer, and electrical power
  • Support Building and Grounds coordinator with scheduling of professional outsourced services, such as HVAC maintenance, and any urgent repairs 
  • Maintain housekeeping, trash and recycling, including keeping supplies in stock

Description of Accountability Structure: Official reporting is directly to Center Director and Board President (Dual Reporting Structure). Must be independent, self-directed and collaborative. Coordinators requiring assistance are responsible for providing clear guidance and feedback to this position.

Experience and Skills: Experience related to specific job duties is ideal. Consideration will be given to general experience.

Description of Ideal Candidate: Skilled communicator and writer, organized, self-starter, task-oriented, comfortable with technology and software, adaptable, excellent decision-maker, considerate, excellent follow-through, focused. Experienced in Buddhist practice and philosophy is a plus.

Must be authorized to work in the United States. Must adhere to FPMT ethical guidelines at all times for any activity related to Kadampa Center.