Office Manager

Position: Office Manager

The Kirk Gibson Center for Parkinson's Wellness will open in Farmington Hills, Michigan in Fall-2025. It will be the first of its kind in Michigan and will offer daily programs and activities free of charge to people living with Parkinson's disease, their families and caregivers. The Center will serve as a beacon of hope, help, and inspiration to those battling the disease, and will build a community of support and compassion while also researching and developing movement-based programs. Over 60,000 class hours will be offered each year.

The Center is being opened and initially funded and supported by the Kirk Gibson Foundation.

Position Summary

Reporting to the Director of Operations (DOO), this position is responsible for day-to-day administrative functions of the organization and works collaboratively to support the growth of programs and the member base. This role oversees the physical office area, handles human resources matters, and assists the DOO in various operational, financial and administrative tasks.

We seek someone who is passionate about the mission of the organization, selfless in their commitment to providing the very best experience to those who walk through the door, and able to connect with members and families. They should possess a positive leadership style that creates a culture that values teamwork and excellence in member experience, a cultural leader both internally and externally, consistently operating to the values of the Organization.

Essential Functions

Office Administration, Management, and Human Resources

Serve as the Office Ambassador by greeting and assisting all walk-in visitors, answering the general phone line, and responding to certain website submissions.

Retrieve, open, and distribute all mail; ensure outgoing mail is processed timely; perform mail merge and assemble mass mailings.

Order and maintain all office supplies, print materials, stationery, shipping supplies, and special occasion cards, flowers, and gifts.

Manage promotional materials and inventory levels, replenishing products for events.

Perform or oversee regular upkeep, cleaning, organization, and decoration of the office, including all furniture, appliances, equipment, and walls.

Handle all meeting logistics, including maintaining the administrative calendar, scheduling meetings, booking conference rooms, coordinating catering, setting up A/V, editing presentations, and documenting notes/minutes.

File documents and keep files organized; destroy old documents per retention policies.

Handle HR matters, including updating policies/handbook, tracking time-off, managing new hire onboarding and paperwork, and updating required workplace postings.

Liaise with IT provider to maintain electronic equipment, order new items as needed, and monitor outstanding IT tickets.

Support the Executive Team and respond to requests of the Director of Operations.

Assist DOO with management of the administrative volunteer team

Accounting and Finance

Receive, document, and deposit all donations in accordance with established policies.

Seek appropriate invoice approvals and then pay all invoices.

Accurately process all AR and AP transactions

Complete monthly bank reconciliations and associated reporting for review.Periodically review and update the Chart of Accounts.

Assist DOO with the annual tax filings, financial statements and other compliance audits, various state and compliance filings.

Ensure compliance with all policies and internal controls

Fundraising and Events

Support the Fundraising and Events Teams and provide input as necessary.

Assist with operational activities for annual fundraisers including auction software, attendee management, event presentations/videos, set-up, day-of logistics, required licenses, gifts, and Thank You letters/packages.

Marketing and Communications

Manage the email marketing platform, including maintaining contact lists, designing templates, and creating/sending newsletters.

Act as central resource for all logo-related items, including multiple file variations, official color data, stationery/branded templates, etc.

Design, copy edit, and/or assist with various postcards, tri-fold brochures, presentations, and press releases.

Represent the organization in its interactions with the local community, media, and the broader Parkinson's community, and be visible, present, and active.

Hire and Manage Staff

Participate in the selection, hiring and then management of administrative staff including volunteers

Ensure a positive and supportive working environment

Supervise, lead, and inspire the admin team

Ensure a strong human resources framework is in place, known, and used in the leadership of the staff and volunteers of the organization.

Requirements

Knowledge, Skills and Abilities

• Commitment to the Center's culture of teamwork, compassion, collaboration, and perseverance

• Positive and strong communication skills across all stakeholders

• Strong organizational management and skills

• Driven by and focused on the Center's mission

• Energetic, compassionate, collaborative, selfless, honest, and proactive. A can-do, team-focused leader

Desired Qualifications

• Degree with at least 5 years management experience

• QuickBooks and Microsoft software package (Excel, PowerPoint, Word) experience.

Benefits

Compensation and Benefits

• Salary range of up to $65,000

• Comprehensive medical, dental and vision benefits

• Paid time off