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Job purpose

The Office Manager is responsible for facilitating the day-to-day administration of the CBS center. They will serve as a first point of contact to welcome clients and staff to the center and ensure they have what they need. The Office Manager will also manage the facility, files, supplies, and vendors to ensure smooth operations of the center. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Essential Functions

• Coordinate overall administrative activities for the center
• Manage the CBS property
• Manage the pool maintenance and associated items for use
• Manage client and office files including various database and spreadsheet files
• Provide administrative support to the team
• Supervise the maintenance of office equipment, including copier, fax machine, etc.
• Liaison with vendors, order center supplies and maintain supplies
• Manage, organize, restock, and maintain toy & learning material inventories
• Generate general correspondences with families and staff
• Ensure the center is clean, safe, presentable, and appropriately set up at all times
• Manage the campus to ensure effective communications both internally and externally, responding to requests from families, staff, and professionals
• Create, maintain, and manage staff & client schedules both for coverage and use of space
• Provide ongoing support and system management for all technological systems including but not limited to copiers, computers, and practice management software in collaboration with 3rd party vendors
• Assist with onboarding and offboarding staff and clients
• Open and close the center daily and assist with client drop-off and pick-up
• Other duties as assigned

Qualifications

Education: High school diploma required, associate or bachelor’s degree preferred.

Experience: One (1) year of experience directly scheduling staff or working in a high-volume scheduling setting.

Knowledge/Skills/Abilities (KSA’s):

• Must be able to interact and communicate with individuals at all levels of the organization and with clients and their families
• Must have a high level of interpersonal skills to interact with clients daily, and handle sensitive and confidential situations
• Position continually requires demonstrated poise, tact, and diplomacy
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Strong attention to detail
• Adequate knowledge of Windows processing systems and software (Microsoft Word, Excel, and PowerPoint)

Working conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Duties require working in an office environment with moderate noise levels, including computers, printers, client vocalizations, and copy equipment. While base hours for this position are 7:30-3:30, this employee must also be available after-hours and weekends to respond to urgent communication or support on-site, as needed.

Physical requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. This position will require the ability to stand, sit, and move from one position to another easily and frequently as well as the ability to input data from a keyboard quickly and efficiently (use of fingers/ability to feel). Close computer work requires clear vision as well as the ability to adjust focus when returning to other tasks. Must be able to walk, stand, sit, kneel, stoop, crawl, twist, reach above head, pull, bend, and carry up to 30 pounds.

Direct reports

• Lifeguard
• Staff assigned office hours

Approved by: Human Resources
Date approved: May 2022
Reviewed: August 2024

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