Office Manager

Board of Child Care
Baltimore, MD
Apr 05, 2021
Apr 09, 2021
Full Time
What is this job?With close collaboration and support from the Chief Operating Officer (COO) the Office Manager position ensures the daily operations of Baltimore's campus programs and operations run smoothly. This position is considered a leadership role at Board of Child Care (BCC) and has five people directly reporting to them in addition to temporary staff who are helping out on specific projects.Much like a coach has to call the next play for the team, the Office Manager distributes work to other administrative assistants and support teams like information technology and maintenance. To stay with the coach analogy for just a moment longer, BCC wants to find an office manager that can ensure the administrative professionals that report to them have ongoing continuing education opportunities and, more generally, feel a sense of camaraderie and teamwork with one another.Who would I work for? Who do I support?This position reports to the Chief Operating Officer (COO), and together you'll work on a variety of projects that have both short and long-term timelines. Daily support of scheduling coordination and calendar management, purchasing, and other operational needs is to the Executive Director of MD and DC programs and their Vice President of Programs.What is the team like?If youenjoy talking to the people you work with, mixing a bit of humor with a "get it done" mentality, asking "hey what if we did it this way?", and see teamcross-training and coverage as a way of both growing professionally and supporting one another rather than "that's their job", this is a great fit for you. If you prefer a "come to work show me the exact way you want this done and I'll do it" kind of gig, that's totally fine but this team is not a fit for you.What is this company? Board of who?We would agree with you our name is not the greatest and we hope to change it in the future! Headquartered in Baltimore, Maryland, the Board of Child Care (BCC) is a child and family-focused charity. It has evolved and adapted from a traditional orphanage opened 140+ years ago tobeing a leader in providing high-quality behavioral health, educational, and residential services across the Mid-Atlantic.BCC does not have separate vision and mission statements. Instead, we are guided by a singular purpose, "enriching communities, one family at a time." Serving over 1,000 youth and families annually, BCC's programs support the healing of past trauma and seek to empower youth and families to flourish within their community.Why the COO would say it's great working here:Writing this job posting, I am looking out my window at kids in our program playing soccer. I love feeling like my work is connected to something greater.I love that I have great benefits and that BCC actually cares that I save for retirement (up to a 3% match!)I love that there is free parking, coffee, and daily lunch provided. Emphasis on the coffee.I love that BCC cares about my future and pays for job training, and has a tuition reimbursement program (up to $5,000 annually!).I love that my teammates take COVID and safety seriously, and we work extremely hard to make sure others feel that way every single day.I can count manyexamples of our staff starting in one job but moving internally to try something new or stepping up to become a supervisor or manager. The Office Manager is an example! They were recently promoted and are taking on a new role within the Human Resources team, which was part of their professional development plan. Some other examples are that all employees get emailed every new job posting at all campuses - BCC encourages movement and growth, and I really like that about our culture. I personally started here over seven years ago as head of fundraising and marketing and now am the COO. The Executive Director of MD and DC programs started at BCC over 20 years ago as a direct care staff!Seriously we have awesome benefits. (Full list here)What does the Office Manager job do specifically?The Office Manager's primary responsibilities are:Take the safety of your colleagues seriously and don't just pay lip service tothe concept. Partner with other administrative teammates to ensure the daily safety check-in process is working smoothly (note: other people actually perform the check, the Office Manager is part of the workflow to ensure it's happening consistently).Oversee assigned elements of BCC's procurement of office and program-related supplies. Ensure the appropriate individuals have log-ins to the purchasing systems and are trained on the workflows. Act as an authorized purchaser for the ED, COO, and VP. Reconcile their monthly credit card statements and handle vendor invoices.Support the ED and VP with excellent follow-through on tasks delegated or assigned to others. Coordinate ED and VP daily schedules and purchasing needs. Create meeting agendas and take minutes and generally code to-dos into BCC's project management software ( with the COO to deliver a continuing education and teambuilding curriculum for administrative professionals at BCC. Coordinate the logistics of quarterly on-site training days as well as ongoing webinar content.Oversee temporary administrative assistants from an external staffing agency as projects and needs arise. Ensure their work is completed accurately and that timecards match billed hours from the staffing agency.Obtain and maintain certification as a "superuser" in BCC's electronic health record software system, Cx360. Troubleshoot any workflow issues in partnership with the Electronic Health Record Administrator and distribute reports to leadership and other stakeholders.Input information quickly and accurately from a variety of sources into a software system, database, or spreadsheet.A full, more formal job description will be provided prior to the interview stage to all candidates.Do I get to work from home?BCC's teams have been rotating, as of March 2021, in a 50% in the office / virtual ratio. This ratio will continue to increase towards more in-person office days as BCC moves into the later phases of its reopening plan.Relationships are one of BCC's four core values (the other three are safety, empathy, and impact). We want the new office manager to feel connected to their work, their teammates, and to those our programs serve. As such, this position begins with a full-time, in-office schedule. A partial remote work schedule canbe coordinated with the COO at a later date if that is desired, but with full transparency, the maximum would be 1-2 remote days a week. There is no fully remote option for this position.If you choose to work partially remotely, please note that you must be able to procure fast, reliable internet service (15 Mbps minimum download speed required) at the remote office location. Your home workspace must allow for phone and video calls to be made without interruption, the confidentiality of protected health information to be maintained, and equipment stored securely when not in use. Board of Child Care will provide a laptop. The employee is responsible for all other remote office equipment and costs.Do I have to travel? Very rarely. If travel is required it would be within the region/day trips. Almost all BCC locations are within a 90-minute drive from the Baltimore campus.Physical Demands:The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.While performing the duties of this job, the employee is occasionally required to sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; and talk or hear. Specific vision abilities required by the job include close vision, distance vision, color vision, depth perception and the ability to adjust focus.Position Type/Expected Hours of Work:This is a full-time position that works Monday through Friday 8:30am - 5:00pm. Eligible for BCC's flex-schedule. Non-essential for weather-related office closures.Required Education and ExperienceA Bachelor's degree and 2 years of experience in the fieldAt least 1 year of supervisory experience in a professional office environment.OrA high school degree and 5 years of experience in the field.At least 1 year of supervisory experience in a professional office environment.