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Office Manager

Office Manager

HEAV seeks an office manager to provide leadership and oversee daily operations in the Richmond office.

Please submit a cover letter, a resume, and references to anne.miller@heav.org.

Office Manager:

  • Reports to the executive director
  • Works closely with organizational directors and managers, coordinators, staff, and volunteers. 

POSITION OVERVIEW

The Office Manager directs the daily operations of the HEAV central office, ensuring efficiency, professionalism, and accuracy across all customer service and administrative functions. This role supports the executive director, staff, and volunteers by managing office systems, supervising staff and volunteers, training and recruiting phone counselors, and maintaining high standards of customer service for members, families, and external partners.

Requirements

The ideal candidate will have:
  • Strong management and organizational skills
  • Leadership and supervisory experience
  • Homeschool experience
  • An excellent customer-service mindset
  • A warm, homeschool-friendly demeanor
  • Proficiency with computers and office systems
  • Initiative and problem-solving ability
  • Clear writing and communication skills
  • Professional telephone and interpersonal skills
  • Spiritual maturity and alignment with HEAV’s mission
Hours:

30 hours per week minimum; possibly more depending on the time of year and project needs

Location:

On-site position only; candidate must live in the Richmond area

Overview of Responsibilities

General Office Administration
  • Manage daily office operations, processes, and workflows to ensure efficiency and compliance.
  • Maintain organizational records, archives, publications, and official correspondence.
  • Oversee office systems (Nextiva, Salesforce, Microsoft Office, Ministry Institute access).
  • Supervise part-time staff and volunteers; provide training and updates on organizational priorities
  • Coordinate special office projects, board reports, and weekly executive and staff meetings
  • Ensure office space is prepared, organized, and presentable for meetings and events
  • Recruit and onboard a volunteer coordinator to recruit, place, and onboard volunteers for the organization outside of the convention
Mail and Email
  • Oversee incoming/outgoing mail; maintain accurate records of donations and checks.
  • Upload financial documentation to the Check Log and notify appropriate staff.
  • Respond promptly to office email, forward to relevant staff, and flag issues for executive review.
  • Prepare and process bulk mailings for publications, donor appeals, and member communications.
  • Maintain and clean member/non-member mailing lists for accuracy.
Data and Records Management
  • Ensure accuracy of membership, contact, and event registration data in Salesforce.
  • Coordinate with data manager to oversee data-entry projects and schedule updates.
  • Monitor and update addresses, contact information, and records for accuracy.
Telephone and Member Support
  • Answer phones during office hours; ensure timely, accurate responses to inquiries.
  • Support phone counseling team: recruit, train, and coordinate volunteer counselors.
  • Maintain call records, meeting notes, and voicemail systems.
  • Stay informed of current legislative and homeschool issues to provide accurate responses.
Product Sales and Services
  • Manage product inventory and sales, including transcripts, diplomas, and resource items.
  • Process Evaluator, Tester, and Tutor applications; approve and forward for publication.
  • Track inventory, reorder as needed, and troubleshoot product or transcript issues.
Events and Convention Support
  • Assist with registration, membership, and resource tables at the annual convention.
  • Prepare and pack event materials; manage post-convention unpacking and storage.
  • Support HEAV’s presence at the Virginia State Fair and other outreach events by preparing materials and coordinating volunteers.

Compensation and Benefits

Salary
  • $28,000-$29,000
  • Hourly
  • 30 hours/week
Personal Time Off (PTO)

80 hours of annual PTO begin accruing immediately

Paid Holidays

Nine paid holidays per year:

  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Day
  • Your Birthday
Reimbursements

Mileage is paid at $0.40 per mile for office-related duties (pick-up office supplies, mail, copies, and printed materials)

Please submit a cover letter, a resume, and references to anne.miller@heav.org.

HEAV homeschool member family