Office Manager/Scheduler

Job Summary

At Catholic Charities of Ingham, Eaton, and Clinton Counties, every team member plays an essential role in advancing our mission to serve vulnerable individuals and families with compassion and dignity. As part of our team, you will contribute to a wide range of services aimed at fostering hope, healing, and empowerment within the communities we serve.

The Children’s Home Office Manager & Scheduler supports the mission of Catholic Charities by ensuring the smooth, efficient, and compassionate operation of the Children’s Home Program. This position provides administrative leadership, oversees daily office functions, and manages the complex scheduling needs of staff, clients, caregivers, and program services. The Office Manager & Scheduler is a key organizational hub, maintaining accurate records, supporting program compliance, facilitating communication, and ensuring a welcoming, trauma-informed environment for children and families.

Key Responsibilities

Office Management & Administrative Support

• Oversee daily operations of the Children’s Home office, ensuring an organized, safe, and professional environment.
• Serve as the primary point of contact for program inquiries from caregivers, caseworkers, foster families, community partners, and staff.
• Maintain office supplies, equipment, and inventories; coordinate maintenance and facility needs as required.
• Support program leadership with administrative tasks, correspondence, meeting coordination, and documentation.
• Ensure confidential and timely handling of sensitive client and program information, following agency, state, and federal privacy regulations.
• Other duties as assigned
  
  

Scheduling & Program Coordination

• Manage all scheduling for Children’s Home services, including staff appointments, client visits, supervised visitation rooms, transportation, and specialized program activities.
• Coordinate staff calendars, ensuring adequate coverage for visits, intakes, assessments, and scheduled family engagements.
• Communicate scheduling updates and changes promptly to staff, families, and community partners.
• Troubleshoot schedule conflicts or gaps and proactively propose solutions.
• Track and maintain documentation related to visits, cancellations, attendance, and service utilization.
  
  

Data, Compliance, and Recordkeeping

• Maintain accurate client files, program records, and required documentation in accordance with agency standards and licensing requirements.
• Support data entry, reporting, and quality assurance activities.
• Assist with collecting and compiling information for audits, monitoring visits, and internal reviews.
• Ensure timely submission and organization of forms, incident reports, and service notes.
  
  

Communication & Team Support

• Provide excellent customer service using trauma-informed principles when interacting with children, families, and visitors.
• Serve as a liaison between internal program teams, leadership, external agencies, and community partners.
• Assist with onboarding new program staff by organizing materials, preparing workspace needs, and orienting them to office systems.
• Participate in team meetings, trainings, and agency-wide initiatives as needed.
  
  

Qualifications

• Education: High school diploma or equivalent required; Associate’s degree in Business Administration, Human Services, or related field preferred.
• Experience:
• Minimum 2 years of administrative, scheduling, or office management experience; experience in human services or child welfare strongly preferred.
• Experience working in environments serving children and families is an asset.
• Required Licenses, Certifications, and Training: Degree or license in related field
  

Personal Attributes Anticipated

• Mission-Driven: Demonstrates a deep commitment to the mission and values of Catholic Charities of Ingham, Eaton, and Clinton Counties, and incorporates them into daily work
• Collaborative Team Player: Thrives in a team environment, contributing positively and working effectively with others to achieve shared goals
• Solution-Oriented Problem Solver: Proactively identifies challenges and develops practical, innovative solutions to address them
• Culturally Sensitive: Demonstrates awareness and respect for the cultural diversity of both colleagues and clients, fostering an inclusive and supportive environment
• Integrity: Upholds a strong moral character, consistently doing what is right, and responsibly using time and resources to serve the organization’s mission
  
  

Work Environment & Physical Demands

• This position is on-site and may not be eligible for remote work
• Attendance at occasional meetings or events outside regular business hours is required
• The role involves working with sensitive or potentially traumatic information and direct interaction with individuals or families in crisis
• Physical requirements include frequent use of hands for handling objects, tools, or controls; talking, bending, squatting, twisting, climbing, kneeling, reaching, and occasionally lifting or carrying up to 30 pounds
• Vision requirements include close-up work, distance vision, and the ability to adjust focus
• The work environment may involve varying degrees of physical discomfort and occasional loud noise
• Occasional driving, potentially with Clients, during the workday may be needed for operational purposes
• Reasonable accommodations will be made to enable individuals with disabilities to perform essential job functions
  
  

Comments

This job description is intended to outline the essential functions, general supplementary tasks, and key requirements for successful performance in this role. It is not an exhaustive list of all duties, responsibilities, or qualifications associated with the position. Additional tasks may be assigned, and management reserves the right to modify duties as needed.