Job description

National Wrestling Hall of Fame & Museum

Job Description – Office Manager

The Office Manager is aware of the organization’s mission and outcomes and understands the link between their responsibilities and the accomplishment of those outcomes. The following overview and specific responsibilities describe a clear link between the work to be performed and the programs and outcomes they impact.

Overview of job description and responsibilities

• Serve as the first point of contact and principal source of information for the Hall of Fame & Museum's Executive Director (ED), staff, customers and visitors.
• Provide high quality administrative leadership for the ED, continually develop ways to streamline and improve standards of implementing office and museum policies and procedures.
• Perform complex and confidential administrative duties that support the ED and operations of the Hall of Fame and Museum.
• Coordinate and manage the day-to-day activities of the ED's office; assessing work priorities and responsibilities to meet goals and objectives.
• Supervise part-time staff and volunteers to operate and maintain museum facility and parking lot needs.
• Schedule front office staff and ensure that all hours are accurately reported.
• Manage and oversee museum cash register, including making deposits, ensuring there is change, etc.
• Manage and oversee museum gift shop, including inventory, ordering and displaying of merchandise.
• Open work orders with Oklahoma State facilities for maintenance and other jobs.
• Administer the sale and allocation of parking lot spaces, including letters to patrons and printing, lamination and distribution of parking passes. Schedule and oversee parking lot attendants for Oklahoma State football, men’s and women’s basketball and wrestling events.
• Read and disperse all incoming mail and correspondence to appropriate personnel.
• Coordinate clerical files needed with NWHOF business. Draft replies, where appropriate. Edit and review all documents for content and completeness before submitting to ED for signature.
• Liaison to Board of Governors and all committees. Organize and coordinate Board of Governor and committee meetings per ED request. Communicate meeting dates to board members and request and collect information for board books from directors, managers, bookkeeper, treasurer, board chairman, campaign chairs, and constituent affiliates. Prepare meeting agendas, board books, and other materials as communicated by ED or Committee Chair.
• Supervise and coordinate curation of museum, hours of operation, and the archiving, inventory and storage of memorabilia and artifacts. Administer loan documents to donors as needed.
• Manage all Honors Weekend election committee files and nomination forms for both screening and selection ballots. Tabulate results and assist ED in management of election deadlines as needed.
• Coordinate with Operations Manager on hotel reservations, the schedule of events, invitations, printed materials, facilities, vendors, etc. for Honors Weekend to successfully execute event programming. Handle all event registrations, creating guest lists for all events. Create memorabilia display cases for all honorees. Coordinate with Operations Manager on Honors Weekend Welcome Reception, Presentation of Plaques, Tribute Breakfast and Induction Ceremony, including food, beverages, guest lists, and technical and digital requirements.
• Coordinate with State Chapter Director on State Chapter Conference.
• Coordinate and manage the ordering, pick-up and set-up of Honors Weekend awards with Operations Manager and ED.
• Coordinate High School Excellence elections with ED, State Chapter Director, and selection committee members.
• Confirm with the ED, order and ship the awards for the United World Wrestling Hall of Fame biannually.
• Assist ED and Operations Manager with the NWHOF Dual Classic high school tournament, including scheduling meetings for committee members.
• Determine and communicate to individuals whose donations have qualified them to purchase NCAA Division I Championship tickets. Oversee all NCAA ticket purchases, internal and external, and assist with seating placement and exchanges, if necessary.
• Coordinate hotel accommodations for NCAA DI Championships, Board of Governors meetings, and other NWHOF events.
• Organize all receivables and payables for bookkeeper.
• Primary manager of Donor Perfect database and TicketLeap.
• Assist ED with communications and clerical needs associated with all NWHOF fundraising, including but not limited to fall and spring appeals and capital and endowment campaigns.
• Create mailing lists and print labels for fall and spring appeals. Print and cut all appeal cards and order envelopes.
• Coordinate staff to facilitate all out-going bulk mail projects in a timely manner.
• Assist Dan Gable Museum staff as needed

Qualifications: Bachelor's degree preferred with a minimum of 3 years of experience as an office administrator or related tasks. Ability to work independently and prioritize work. Self-directed with the ability to take initiative, anticipate and take action to resolve issues. Ability to be a team player. Excellent computer skills including experience with Microsoft Office. Well-developed writing and editing abilities, outstanding people skills, a sense of discretion, and superior organizational skills.

Job Type: Full-time

Pay: $12.89 - $28.64 per hour

Schedule:

• 8 hour shift
• Monday to Friday
• Weekend availability

Ability to commute/relocate:

• Stillwater, OK 74075: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

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