Office Manager

 Reports to: Executive Director
 Hours: 30 hours per week; 9 am - 3 pm
 Work Format: In person/in office

Purpose Summary

The Office Manager ensures the smooth and efficient daily operations of the Special Needs Support Center, supporting the mission to empower our community to be a place where we all belong. This position coordinates administrative, financial, and compliance systems; maintains donor and grant data; and supports staff and Board functions. The Office Manager is SNSC’s system steward, maintaining accurate information, consistent communication, and timely follow-through across departments. This position upholds accessibility, confidentiality, and inclusion in all aspects of organizational operations.

Duties and Responsibilities

Leadership and Coordination

• COORDINATE daily office operations and ENSURE efficient communication and workflow across teams.
• SUPPORT the Executive Director by PREPARING reports, correspondence, and meeting materials.
• COLLABORATE with staff to ENSURE consistent communication and smooth implementation of organizational priorities.
• MANAGE donor pipeline data and TRACK relationships to SUPPORT fundraising and stewardship activities.

Cross-Functional Leadership and Collaboration

• LEADS weekly staff meetings
• Collaborate as a team member on the Marketing Committee
• COMPILE data and REPORT quarterly compliance snapshots for the Executive Director and Board.
• COORDINATE cross-departmental systems that SUPPORT evaluation and reporting efficiency.
• TRACK budget on pilot initiatives
• LEAD events through logistics, scheduling, and materials management.
• MAINTAIN communication systems and RECORDS that SUPPORT collaboration and shared accountability.

Administrative Operations

• MAINTAIN organized systems for records, contracts, and office logistics.
• OVERSEE document management for staff, grants, and Board materials.
• IMPLEMENT a weekly cadence checklist to manage recurring administrative tasks and workload peaks.
• ENSURE physical filing and digital systems are accessible, offering flexible solutions to support accommodations.

Finance and Compliance

• ASSIST with budget tracking, reimbursements, and account reconciliations in coordination with the Executive Director and bookkeeper.
• CREATE and MAINTAIN a comprehensive compliance calendar that INCLUDES filings, insurance renewals, grant reports, and Board meetings.
• OVERSEE grant and contract compliance documentation, TRACKING deadlines and deliverables.

Human Resources and Benefits Administration

• MAINTAIN accurate personnel records, timesheets, and benefits documentation.
• COORDINATE payroll, benefits, and PTO tracking with external providers.
• ENSURE compliance with nonprofit HR policies, confidentiality standards, and accessibility requirements.

Data and Systems Stewardship

• SERVE as SNSC’s system steward for data and reporting platforms, including Salesforce.
• ENSURE data accuracy and integrity across donor, grant, and program systems.
• COMPILE data from departments to produce monthly dashboard for staff and Board review.

Board and Meeting Support

• PREPARE Board packets and maintain official organizational documents.
• COORDINATE meeting logistics, communications, and follow-ups for Board and committee meetings.

Risk Management and Safety

• MAINTAIN insurance documentation and support organizational risk management efforts.
• TRACK compliance with safety and accessibility standards across facilities and programs.

Culture and Inclusion

• PROMOTE a welcoming, accessible, and inclusive office environment.
• FOSTER collaboration, professionalism, and care across all departments.
• DEMONSTRATE flexibility, confidentiality, and cultural responsiveness in daily interactions.

Qualifications and Skills

• Experience in office or nonprofit administration, finance, or operations coordination.
• Strong organizational and time management skills with attention to detail.
• Proficiency with data systems, spreadsheets, and digital recordkeeping.
• Ability to manage confidential information with professionalism and discretion.
• Familiarity with budgeting, payroll, and compliance processes preferred.
• Excellent written and verbal communication skills.
• Ability to manage multiple priorities and maintain calm under deadlines.
• Commitment to accessibility, inclusion, and equitable administrative practices.
• Comfort working independently and collaboratively within a team environment.
• Openness to learning new systems and improving organizational processes.
• Previous experience interacting with individuals with disabilities preferred.
• Previous experience with Salesforce preferred.

Accommodations and Accessibility

SNSC welcomes applicants with lived experience of disability. If you need an accommodation at any point in the process contact us at shana@snsc-uv.org. We provide materials in alternate formats and offer virtual or in-person interviews upon request. Essential functions of this role can be performed with reasonable accommodations. SNSC is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.