What are the responsibilities and job description for the Program & Office Support Manager position at CHILDREN'S BEREAVEMENT CENTER?
Position Description:
B. Office Operations
C. Administrative Support
D. Abilities
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
1.Associate’s degree in administration and/or certification from an accredited educational institution
The Children’s Bereavement Center is an Equal Opportunity employer. Employment decisions are made based on ability and experience without regard for race, color, religion, sex, national origin, disability, marital status, or sexual orientation in accordance with federal, state, and local law.
Join our team at Children’s Bereavement of South Texas and participate in truly meaningful work and help us make a difference. Our team is made up of talented professionals from a variety of backgrounds. As we grow, there is always a need for individuals to join us in our mission to heal hearts in our community. Children’s Bereavement Center of South Texas was founded as a 501 (c)(3) non-profit organization dedicated to serving children affected by the loss of a loved one.
Job Summary
The Program & Office Support Manager serves as the first point of contact for clients, visitors, volunteers, and community partners while providing administrative and operational support to ensure the smooth daily functioning of the Center. This position plays an essential role in creating a welcoming, organized, and trauma-informed environment by supporting client services, office operations and assisting program staff with administrative tasks.
ESSENTIAL FUNCTIONS/PERFORMANCE REQUIREMENTS:
A. Direct Responsibilities/Duties
1.Answer and direct all calls in a professional and friendly manner.
2.Document all incoming calls of new clients into Apricot Phone Call Log.
3.Greet all incoming clients, vendors and visitors with a warm and friendly welcome and manage check-in process for appointments.
4.Maintain the reception, living area and kitchen clean and organized with full inventory of supplies.
5.Sort and distribute incoming mail, packages, and other correspondence.
6.Organize meeting rooms before and after every meeting.
7.Assist with other administrative tasks as required by the Program Director.
8.Attend all staff and team meetings.
9.Maintain client and family member confidentiality in accordance with HIPAA standards and agency ethical standards.
10.Monitor and answer the front entrance door promptly while maintaining building safety procedures.
11.Assist with client reminder calls for appointments and support groups.
12.Provide general information regarding programs and services.
B. Office Operations
1.Maintain a clean, welcoming, and organized reception area, lobby, meeting rooms and common spaces.
2.Restock coffee, water, snacks and other common office supplies on a regular basis.
3.Take office trash to designated collection areas on scheduled pickup days.
4.Report maintenance concerns to the facilities manager.
5.Maintain Amazon shopping list for office and program supplies.
6.Coordinate curbside pickups for approved program and office supplies.
7.Assist with ordering food for family dinners, staff meetings, trainings, camps and special events.
C. Administrative Support
1.Receive invoices and forward all invoices to the Program Director.
2.Maintain receipts and supporting documentation for all purchases according to budget coding procedures.
3.Assist with organizing administrative files and records.
4.Complete routine data entry and administrative tasks as assigned.
5.Make outgoing calls on behalf of the organization as requested.
6.Assist with scheduling logistics and meeting preparation.
D. Abilities
1.Excellent written and verbal communication skills
2.Excellent interpersonal skills, collaborative style, and positive working relationships
3.High degree of professionalism
4.Prioritize workload and manage time
5.Interact compassionately with clients, and professionally with public and stakeholders
QUALIFICATIONS AND EDUCATION REQUIREMENTS:
1.Associate’s degree in administration and/or certification from an accredited educational institution
2.Demonstrated commitment to high professional ethical standards and diversity in the workplace
3.Strong verbal and writing communication skills
4.Proficient use of computers, internet, social media, Microsoft Office suite of programs, and multi-line phone system
5.Bilingual strongly preferred
The Children’s Bereavement Center is an Equal Opportunity employer. Employment decisions are made based on ability and experience without regard for race, color, religion, sex, national origin, disability, marital status, or sexual orientation in accordance with federal, state, and local law.
Salary : $22 - $24