NH Hampshire Association of Special Education Administrators

Job Announcement

Job Title: Office Manager and Administrative Assistant to the Executive Director

Reports To: Executive Director

FLSA Status:  Part-Time “at will position”

Position Overview:  The Office Manager and Administrative Assistant to the Executive Director, is responsible for the day-to-day operations and management of the office of NH Association of Special Education Administrators (NHASEA). Reporting directly to the Executive Director, the Office Manager serves as the primary point of contact for all members and constituencies. The Office Manager also serves the Board of Directors and, in collaboration with the Manager of Communications, organizes and coordinates the details related to the activities and professional learning events offered by the NHASEA. The Office Manager must be creative, be a team player and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and membership oriented. 

The ideal individual will have the ability to exercise good judgement in a variety of situations, have strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Office Manager will work in collaboration with the Executive Director and the NHASEA Bookkeeper as it relates to accounts payable and receivable and any aligned financial transactions. The office manager must have the ability to work independently on projects/events, from conception to completion, and must be able to work under pressure at times to manage a wide variety of activities and confidential matters with discretion.

Primary Duties and Responsibilities: 

Office Management:

• Provides a bridge for smooth communication between the Executive Director, the Manager of Communications, the Bookkeeper, the Board of Directors, the NHASEA membership and all other constituencies.
• Demonstrates leadership to maintain credibility, trust, and support of the NHASEA staff, Board of Directors, and membership.
• Manages the day-to-day operations of the NHASEA office including: incoming and outgoing mail, receiving and directing phone calls, responding to email and website inquiries, and working with HealthTrust staff.
• Manages a wide variety of projects/events, all of which have significant impact upon the NHASEA.
• Works in collaboration with the Manager of Communications to support the NHASEA Committee work.
• Understands and is familiar with the NHASEA strategic plan and assists in monitoring goals and acts as a steward of the NHASEA mission and vision.

Executive Support:

• Successfully completes critical aspects of deliverables with a hands-on-approach, including drafting acknowledgment letters, personal correspondence, and other tasks that facilitate the Executive Directors ability to effectively lead the organization.
• Edits and completes drafts for written communication, prepares all required reports and documents for the Executive Director
• Works with the Executive Director and Manager of Communications to support the planning, development, execution and evaluation of all professional learning events and activities.
• Completes a broad variety of administrative tasks for the Executive Director including managing an extremely active electronic calendar of NHASEA events, meetings, etc.
• Understands the NHASEA governing policies and is well acquainted with the bylaws, policy manual, board guidebook etc.

Board Support and Liaison:

• Serves as the Executive Director’s liaison to the NHASEA Board of Directors
• Assists board members with matters related to board work.
• Maintains discretion and confidentiality in all board matters.
• Maintains all board of director agendas, minutes, and related materials.
• Ensures advance distribution of board materials and maintains all official records of the work of the NHASEA Board of Directors
• Develops and maintains the Board of Directors Live Binder

NHASEA Conferences, Professional Learning Events, and other Association Meetings/Activities:

• Attends NHASEA conferences and other events to assist in coordinating all conference activities and vendor exhibits.
• Processes all registration information for NHASEA events and works with the bookkeeper to ensure accurate invoicing.
• Coordinates all facility details relative to professional learning, including booking of rooms, facility set up, meals/refreshments, technology needs, etc.

Qualifications and Experience: 

• A bachelor's degree or demonstrated competence and experience in the job responsibilities is required.

Compensation/Benefits:

• Range: $18 – 21.00 Hourly Rate, 30 hours a week.
• Employee will be entitled to vacation days, holidays, and all benefits as outlined in the employee contract.

Location:

• This position is mostly in-person office work. There is flexibility for remote or hybrid work as agreed upon by the Executive Director.
• Work is performed primarily at a desk using a computer, long periods of sitting and using a computer screen are required.
• Individual is required to attend NHASEA Professional Development offerings, conferences, etc. which may require travel to various part of the state and lifting heavy items.

Timeline:

• Position posted on March 25, 2024. Deadline for receiving applications is May 01, 2024.

To Apply:

• Submit a cover letter and resume to Jane Bergeron, NHASEA Executive Director via email, jbergeron@nhasea.org.

This job description is not intended to describe every job duty or responsibility that NHASEA requires of the person in this position.