Office Manager

The WVC Foundation office manager plans organizes and supervises varied and extensive programs activities and events. The manager serves as the consistent reliable presence in the foundations office ensuring that guests have a positive experience in our space. The manager processes financial transactions (deposits purchasing) and provides oversight for unrestricted and designated budgets.

• Plan organize and supervise the office management day-to-day and workflow process for the foundation.
• Design office space layouts to facilitate flow of office work between units. Determine need for office equipment furniture and supplies. Execute purchasing and maintenance. Maintain and control inventory of expendable items (e.g. office supplies print material).
• Review evaluate and recommend changes of policies and procedures. Design forms and prepare policy directives (e.g. vendor applications board engagement etc.) for internal and external use.
• Maintain liaison and coordination between the foundation and other departments (e.g. custodial facilities IT security instruction campus life etc.).
• Serve as department records management officer; install filing systems; arrange for digital and physical records classification retention and disposition.
• Interpret and apply internal administrative policies consistent with goals objectives and policies of the foundation and the college.
• Manage confidential database files and correspondence with donors and volunteers in a manner that builds relationships and feelings of affinity for the foundation over time.
• Process address updates and other information into appropriate database software in a timely manner on a regular basis.
• Make travel arrangements and prepare travel documents coordinate arrangements for meetings at destination.
• Screen prioritize and distribute mail.
• Arrange for production and/or mailing of material such as brochures fundraising appeal posters etc.
• Process financial transactions (receivables and expenditures) for unrestricted and designated funds such as operations scholarships academic program athletics etc. Independently coordinate and process cash receipts coordinate and process cash disbursements. Make regular deposits. Pay all invoices in a timely manner with executive directors approval.
• Collaborate with bookkeeper to build reports and analysis of complex financial and statistical data. Work closely with bookkeeper for investment account activity payroll documents reimbursements to WVC monthly reconciliations reporting for the board of directors preparation of W-9s completion of 1099s and any other complex financial scenarios.
• Maintain the reliability verifiability timeliness usefulness completeness and accuracy of accounting transactions processes and systems.
• Oversee Request for Proposal (RFP) process in compliance with Investment/Banking policy and Fiscal Procedures Manual.
• Evaluate insurance needs of foundation and work with brokers to secure and renew policies.
• Review and approve requested budget expenditures from program accounts while calculating and verifying the funds cash position.
• Serve as primary contact for private auditor. Maintain detailed documentation to verify the accuracy of information for the state and private auditors review.
• Budget development by gathering data on spending patterns and compiling future needs requests from various staff members. Develop cost estimates for staff equipment and supplies. Monitor and control budget status and expenditures.
• Maintain credit card and purchasing card (PCard) custodian duties for the executive director and other staff as assigned.
• Review and prioritize facilities use requests to assure optimum use of space; assign space and monitor facility use to assure conformity with policies and goals.
• Coordinate events and services such as furniture equipment food orders and custodial services for meetings conferences workshops social functions and other events involving the use of on-site facilities and equipment.
• Maintain liaison and coordinate with partners related to events and activities (e.g. vendors custodial facilities IT security etc.).
• Review services to be provided at events for compliance with applicable laws regulations emergency procedures ADA compliance and policies (e.g. accessibility alcohol service liability safety & security etc.).
• Provide information regarding details of current or scheduled events and activities such as location registration process dates times and deadlines.
• Participate in planning sessions by answering questions regarding arrangements taking notes of sessions and reminding participants of deadlines.
• Provide on-site coordination such as check-in speakers and printed material. Assure that physical details such as furniture arrangements and decorations are completed and that supplies and media equipment are ready.
• Order supplies and other costs associated with events and activities.
• Negotiate services and costs; develop contracts; plan and develop budgets; prepare and process billing speaker fees and other fiscal transactions; approve expenditures within program plans.
• Advise staff event organizers contractors and others on program matters and/or decisions of major significance that may affect the organization as a whole.

This is not intended to be an exclusive list of all duties and responsibilities. Related duties and responsibilities may be assigned.

Minimum Qualifications:

• A bachelors degree involving major study in business administration public relations or closely allied field and one year of management experience involving responsibility for planning organizing coordinating and executing work in a business office OR 5 years of experience of increasing responsibility in an administrative supervisor or office management role.
• Experienced user of Microsoft 365 software; advanced user of Excel and electronic accounting systems.

• Or if you do not meet one or more of qualifications listed above but have an applicable combination of education and experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications:

• Broad knowledge of the operations of non-profit organizations including fundraising and administration.
• Experience with financial programs such as Blackbaud Financial Edge NXT.
• Experience with customer relationship management (CRM) such as Virtuous.
• Experience creating digital content (such as Word/PDF documents and web and learning management system content as appropriate to the role) in accessible formats.
• Bilingual to Spanish and English.

Knowledge Skills & Abilities

• Demonstrated ability to use exceptional communication and interpersonal skills demonstrating professionalism empathy diplomacy discretion and integrity in interactions with diverse constituencies.
• Oral communication: Speak clearly and persuasively actively listen and take the time to understand the points being made including asking questions as appropriate and responding to questions.
• High level of proficiency and accuracy in software packages including word processing spreadsheets and database applications.
• Quality: Accurate and thorough prepare detailed reports evaluate processes to identify ways to improve and promote quality.
• Diversity equity and inclusion: Demonstrated competency and experience working in a diverse academic environment inclusive of students faculty and staff of varying social economic cultural ideological gender and racial/ethnic backgrounds and those with physical emotional and/or learning disabilities.
• Professionalism: Approach others in a tactful manner react well under pressure treat others with respect and consideration and follow through on commitments.
• Ability to assess situations exercise independent judgement resolve issues and coordinate with IT support services when technical issues arise.

The current vacancy in the WVC Foundation is a full-time overtime and benefit eligible position expected to begin as soon as possible. The starting salary hiring range is $45780 annually ($21.93 per hour) to $51516 annually ($24.67 per hour) with periodic increases and earning potential to $61224 annually ($29.32 per hour). Individual placement within the starting salary hiring range is based on the candidates current experience education skills and abilities related to the position. The list established by this recruitment will be used for this position only.

Your paycheck is just part of the total compensation package. There is an outstanding benefits package which is worth an additional value equivalent to about 30% of your salary. A comprehensive health care benefits package for you and your dependents includes medical dental and vision insurance; life and long- term disability insurance plans; vacation sick and personal leave; reduced tuition; and retirement benefits are also provided. For more information please visit our Benefits websiteat: Schedule & Environment:

• Work hours are generally 8 a.m. to 5 p.m. Monday through Friday (1 hour lunch); hours and days may change depending on the needs of the college.
• Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records.
• Regular and consistent attendance required.

Conditions of Employment:

• An offer of employment will not carry with it any responsibility or obligation on the part of the College to sponsor an H-1B visa. Wenatchee Valley College only employs U.S. citizens and lawfully authorized non-U.S. citizens. All new employees must show proof of identity and eligibility verification as required by the U.S. Citizenship and Immigration Services.
• All offers of employment are subject to background checks. Prior to a new hire a background check including criminal record history will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicants suitability and competence to perform in the position.

• Finalists are required to complete the sexual misconduct disclosure form as required under RCW 288.112.080.
• A valid Washington state drivers license may be required.

Bargaining Unit:

This position has been designated as a bargaining unit position represented by the Washington Public Employees Association.

Application and Selection Procedure:

Complete application packages must include the following:

• Complete Wenatchee Valley College online application.
• Upload a cover letter that specifically describes how your educational background and experience meet the minimum and preferred qualifications.
• Upload resume.
• Complete supplemental questions.

It is your responsibility to submit all required application materials before the deadline. Please do not send reference letters or other unsolicited materials. They will not be shared with the screening committee and cannot be returned to you. Only finalists may be asked to send additional materials.

Attachments from prior applications will not upload automatically to your new application. Should you have difficulties uploading your documents please contact NeoGov Technical Support at 1- for assistance.

The position closes at 11:59 p.m. PST July 3 2025. The college reserves the right to reopen or extend the closing date.

Reasonable Accommodation:

Applicants with disabilities who require assistance with the application and employment process will be accommodated to the extent reasonably possible. Requests should be made to the human resources office by calling . Persons who are deaf or hard of hearing may dial 711 to place a call through Washington Relay the states free telecommunication access service.

Equal Opportunity Employer:

Wenatchee Valley College is committed to a policy of equal opportunity in employment and student enrollment. All programs are free from discrimination and harassment against any person because of race creed color national or ethnic origin sex sexual orientation gender identity or expression the presence of any sensory mental or physical disability or the use of a service animal by a person with a disability age parental status or families with children marital status religion genetic information honorably discharged veteran or military status or any other prohibited basis per RCW 49.60.030 040 and other federal and laws and regulations or participation in the complaint process.

Equity Statement:

Research suggests that women gender diverse BIPOC individuals may self-select out of opportunities if they dont meet 100% of the job requirements. We encourage anyone who believes they have the skills and the drive necessary to succeed here to apply for this role.

The following persons have been designated to handle inquiries regarding the non-discrimination policies and Title IX compliance for both the Wenatchee and Omak campuses:

• To report discrimination or harassment: Title IX Coordinator Dial 711 .
• To request disability accommodations: Student Access Manager Wenatchi Hall 2133 TTY/TTD: Dial 711 .

This recruitment announcement may not reflect the entire job description and can be changed or modified at any time.