Office Manager

KVC Missouri 
Location: St. Louis, MO
Pay: $45,000-$55,000 annually

Job Summary

The Office Manager is responsible for overseeing the daily administrative operations of the office, ensuring smooth and efficient functioning across various areas. This role includes managing reception duties, monitoring entry areas for safety, coordinating with campus services, and providing logistical support for corporate meetings and events. 

The Office Manager also oversees fleet management, supervises administrative staff, and ensures office supplies and equipment are adequately stocked and maintained. Strong communication, organizational skills, and attention to detail are essential, as the Office Manager acts as a liaison between internal teams and external visitors, ensuring a safe, welcoming, and productive office environment. Additionally, this position supports key administrative tasks related to admissions and medical records, ensuring compliance with regulatory requirements.

Education: High school diploma, GED, or equivalent 

Qualifications:

• Experience supervising staff or managing operations in an office setting
• Proficient in office software (e.g. Microsoft office)

Preferred Experience/Skills:  

• Bachelor's degree in business administration, management, or a related field 
• 3-5 years of administrative or office management experience 
• Strong leadership skills to manage office staff, delegate tasks, and ensure smooth operations
• Excellent written or verbal communication for interacting with internal teams and external vendors or clients

Task Expectations:

• Backup/Relief Coverage for the reception desk in CIC.
• Greet visitors and direct them to the correct area/person. Have them sign the check-in sheet. Contact directors/facilities if contractors are on campus.

• Receive deliveries and notify recipients of shipments.
• Receive USPS mail and maintain a pick-up for mail service.
  • Open mail addressed to KVC Missouri and stamp.
  • Distribute mail into mailboxes.
  • Scan appropriate mail to other locations (e.g., medical records requests, legal documents, notifications to president/executives).
  • Receive summons and legal notices, following procedure and notifications.
• Answer the main KVCMO line and direct callers appropriately.

• Participate in the safety team and ensure CIC meets all safety requirements.

• Monitor common areas for repairs, cleanliness, efficiencies, etc., ensuring the physical office environment is safe and well-maintained.
• Liaison with facilities directors, IT personnel, food service personnel, and other campus services to assist with guests, contractors, or service providers on campus.

• Communicate clearly and timely with campus personnel and leadership regarding campus activities and updates.

• Manage supplies, office equipment, and ensure all tools and resources needed for staff are available.

• Meeting logistics for corporate meetings and events, including conference room scheduling/monitoring. Coordinate room calendars, notify facilities for setup, notify Chef when services are required, and notify IT personnel to ensure A/V equipment is operational. Maintain beverages and snack trays for guests in conference rooms; order meal delivery when needed.
• Assist campus with administrative support, managing daily office functions, including scheduling meetings, answering phone calls, and handling correspondence.
• Fleet Management – Manage fleet vehicles, including maintenance, managing the books, and sign-up schedules.
• Supervision of administrative staff as needed throughout the state.
• UR/Admissions Administrative Tasks:
• Oversee and complete weekly Emomed checks.

• Ensure medical records are requested prior to admission for new clients.
• Assist with the verification process for obtaining adoption subsidy amendments for QRTP clients with subsidy benefits (post-admission).
• Assist with the verification process for third-party funding authorizations for programs with split payments for room and board.

Benefits:

• Paid Time Off

Enjoy a generous amount of leave to support your work-life balance.

• Paid Parental Leave

Receive financial support during parental leave to help you spend quality time with your new family member.

• Health, Dental, Vision & Life Insurance

Comprehensive insurance coverage to keep you and your family healthy and protected.

• 403(b) with Company Match

Retirement savings plan with company contributions to help you plan for your future.

• Tuition Reimbursement

Financial assistance for continuing education and professional development.

• Professional Licensure and Certification Reimbursement

Support for obtaining and renewing professional licenses and certifications.

• Employee Assistance Program

Confidential support for personal and professional challenges, including counseling and resources.

• Wellness Benefits

Access to health screenings and mental health support to promote overall well-being.

Why KVC?

KVC is a nonprofit child placing and behavioral health agency with a long legacy of compassionately serving children and families. We are committed to providing our employees with a supportive and rewarding work environment. We also believe in the importance of work-life balance, and we offer a variety of programs and resources to help our employees achieve it (Wellbeing Committee, inclusion Committee, Talent Development Programs, etc.).

At KVC Health Systems, our employees are our greatest asset. Based on the voice of our employees, KVC debuted with an 82 Work Wellbeing score on Indeed, a rating so high and rare that it places KVC among the top 1% of employers nationally. We are committed to providing a positive, supportive work environment where you can do your best work and love coming to work every day.