Title: Manager Help Me Grow Office
Unit: Help Me Grow
Hours: Mon-Fri, 8a-4:30p
Status: Full Time, 80- hours per pay
Facility: MVH
Position Summary:
The Office Manager is responsible for coordinating and supporting the daily operational, administrative, and logistical functions of Help Me Grow Brighter Futures (HMGBF). This position ensures smooth and efficient program operations across multiple teams and locations by managing onboarding logistics, maintaining employee files, overseeing office systems, coordinating supplies and equipment, supporting chart audits, assisting with budget preparation tasks, and maintaining key communication workflows.
The Office Manager also coordinates CEU submissions, maintains credential tracking systems, supports training logistics, and serves as a central contact point for internal and external communication. This role interacts regularly with community partners for scheduling, information exchange, and collaborative activities that support program operations.
The Office Manager contributes to a safe, orderly, and clean working environment and promotes overall departmental efficiency. This position reports directly to the Program Director.
Essential Duties & Functions:
Operational & Administrative Coordination
Oversee day-to-day administrative operations to ensure a smooth and efficient work environment.
Maintain a clean, orderly, and safe office environment, including organization of program materials and shared spaces.
Serve as the primary point of contact for office logistics, scheduling needs, supplies, and workflow support.
Maintain structured filing and documentation systems, including employee administrative files.
Staff Supervision and Development
Supervises employees and provides team leadership.
Maintains a work environment that espouses HMGBF Guiding Principles: Respect, Collaboration, Community, Equity and Inclusivity, Sustainability, Staff Recognition, and Accountability.
Provides ongoing training to support developmental needs of staff.
Facilitates and conducts staff meetings.
Staff Onboarding & Support
Coordinate comprehensive onboarding logistics, including scheduling, technology access, workspace set-up, and orientation materials.
Maintain onboarding checklists and ensure timely completion of all required steps.
Serve as a go-to resource for new hires seeking administrative and operational support.
Chart Audit & Quality Support
Conduct routine chart audits according to established guidelines and timelines.
Document audit findings, track follow-up needs, and maintain audit logs.
Provide administrative support for quality processes as directed by leadership.
Credentialing, CEU & Training Coordination
Maintain accurate systems for tracking staff credentials, training deadlines, and renewals.
Coordinate CEU submissions, documentation, and record maintenance.
Support training logistics, including meeting coordination, materials preparation, and communication.
Supply, Equipment & Vendor Coordination
Manage ordering, inventory, and distribution of supplies, technology accessories, outreach materials, and family resources.
Submit and track IT, facilities, or maintenance work orders.
Coordinate vendor interactions related to equipment, printing, ordering, or services.
Budget & Financial Support
Assist with annual budget preparation by compiling data, tracking expenditures, and maintaining organized budget files.
Monitor spending on supplies and operational needs to ensure cost-effective practices.
Internal & External Communication
Maintain and update internal communication channels such as staff lists, calendars, announcements, and alerts.
Coordinate external communications with partners regarding scheduling, materials, and operational information.
Develop and distribute internal documents, templates, forms, and procedural updates.
Community Partner Engagement
Act as an administrative liaison with community partners to coordinate meetings, share information, and support joint program activities.
Support community outreach activities by preparing materials and ensuring staff have needed resources.
Process & Efficiency Improvements
Maintain administrative tools such as forms, checklists, and templates; update and disseminate changes.
Identify opportunities to streamline administrative workflows and promote overall department efficiency.
Other Duties
Maintain confidentiality of all staff, program, and family information.
Contribute to a positive, professional, and supportive workplace culture.
Perform other duties as assigned by leadership.
Education:
Minimum Level of Education Required: Bachelor's degree
Additional requirements:
Preferred educational qualifications: Master's degree
Licensure/Certification/Registration: N/A
Experience:
Minimum Level of Experience Required: 3 - 5 years of job related experience
Preferred experience: 2+ years' experience with Help Me Grow programs and services preferred.
Knowledge/Skills:
Ability to engage in servant leadership with a goal to foster an inclusive environment that puts the well-being of people and communities first.
Ability to exercise appropriate judgment and effectively organize / prioritize work and multitask.
Ability to work independently with general direction.
Success being adaptable in a multi-faceted role in a fast-paced environment.
Ability to deal with the public tactfully and effectively, staff and patrons in a friendly and professional manner.
Ability to maintain a high degree of confidentiality internally and externally.
Maintains composure and is professional and polished in all interactions internally and externally.
Ability to establish and maintain a comprehensive record-keeping system and office procedures.
Ability to resolve moderately complex problems.
Ability to demonstrate a high attention to detail and good follow-up skills. Must be self-motivated, proactive and solution focused.
Ability to express self effectively and concisely, both orally and in writing.
Self-motivated with strong attention to detail.
Ability to read, write and interpret reports and business correspondence for a diverse audience.
Strong team building skills; organizational and staff development skills.
Possess skills, knowledge, and abilities to meaningfully engage with individuals from diverse cultural backgrounds.
Possess skills, knowledge, and abilities to reach the mission, vision, and values of GDAHA.
Computer proficiency including Microsoft Office Suite.
Data entry and keyboarding at 35 words per minute.