Office Manager

The Office Manager reports to the Program Director and is responsible for ensuring the effective operation of administrative support functions at a designated site or program. This role plays a critical part in maintaining organizational efficiency by overseeing day-to-day office activities, managing fiscal processes, coordinating vendors and supplies, managing the outreach vehicles and supporting program operations. The scope of responsibilities may vary depending on the site’s needs, and the Office Manager may supervise administrative personnel based on the program structure

Section 1. Essential Functions include, but are not limited to:

• Support program management in executing activities and events including but not limited to regular, new and special events, coordination with internal and external partner organizations, maintaining an inventory of necessary supplies, supporting with event preparations, facilitating outreach to clients, and assisting with vendors or outside agencies as directed.

• Develop and maintain internal administrative systems and processes to support efficient office operations and improve workflow.

• Oversee day-to-day administrative operations and promptly report discrepancies, irregularities, or operational concerns to program management to ensure smooth program functioning, compliance, and proactive issue resolution.

• Review, track, and manage site funds by working with the Program Director/MOC Director or designee to ensure that agency funds, discretionary funds, and transit funds are managed appropriately and in accordance with CUCS policies and procedures.

• Collaborate with program management to monitor spending, ensure alignment with budget expectations, and support fiscal planning, reporting and compliance.

• Ensure fiscal compliance by submitting required reports, processing timely check requests, reconciling discretionary funds, monitoring staff purchases, and coordinating with vendors in accordance with fiscal policies using designated tools.

• Manage vendor accounts and budgets, monitor purchases and services, track invoices, and coordinate with vendors to ensure timely delivery and alignment with program needs.

• Develop and maintain vendor accounts and budgets and monitor account purchases. Communicate with vendors based on program needs or as directed by program management.

• Handle fiscal transactions by traveling to banks and other external locations to cash petty cash and discretionary checks, ensuring proper documentation and compliance with agency fiscal policies.

• Ensure fiscal year closeout procedures are followed by confirming all services are delivered, invoices are paid, and budgetary obligations are met in compliance with agency policy.

• Maintain a professional, respectful environment by appropriately greeting and directing clients and visitors, immediately escalating client concerns or emergencies to clinical staff, and safeguarding client confidentiality in accordance with agency policies.

• Manage mail and communication systems by handling all incoming/outgoing mail, providing reception and call routing services, and supporting the maintenance of phone and fax systems.

• Oversee office operations by managing filing systems, equipment, and supply inventories; purchasing materials onsite and offsite; coordinating deliveries and disposals; supporting schedule and room management; and adapting office systems to meet evolving program needs, including traveling to other CUCS sites, and other external locations.

• Support program operations by setting up and breaking down event spaces, creating and distributing event materials, maintaining shared areas (e.g., kitchens), coordinating new employee office setups and issuing agency/site IDs and supplies, managing off-site storage, overseeing office access and entry procedures, and monitoring or reviewing video footage as available.

• Assist facility and program management with coordinating, monitoring, and reporting facility problems and coordinating renovations and repairs as necessary.

• Ensure proper functioning of computers and equipment in staff and program spaces, perform data entry in internal and external systems, monitor system-generated reports, and coordinate with CUCS IT or vendors to address technical issues as needed.

• Ensure that all administrative support functions are carried in out in compliance with CUCS policies and procedures as well as program management’s directives.

• Based on program structure and staffing, may be responsible for overseeing administrative personnel, including providing direct supervision, assigning tasks, monitoring performance, and ensuring administrative operations are carried out effectively and in accordance with agency standards.

• Ensure proper function of outreach vehicles, including but not limited to maintenance cleaning, registration, insurance and annual car inspection.

• Other projects and duties, as assigned by program management.