Office Manager

YMCA Buffalo Niagara Mission

YMCA Buffalo Niagara is a charitable, community-based organization committed to providing programs designed to build a healthy spirit, mind, and body for all.

Full-Time Compensation & Benefits Highlights

The following comprehensive benefits package is offered to full-time employees and is designed to support your health, financial security, and career growth:

• Free health insurance
• Employer-paid group term life insurance (1x annual salary)
• Employer-paid long-term disability coverage
• Employee Assistance Program (EAP) through Child & Family Services
• A variety of voluntary benefit options

Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403(b) plan, with a generous 12% employer-paid contribution after eligibility requirements are met.

Our comprehensive paid time off program includes personal time off, holidays, and sick leave.

Staff receive a complimentary YMCA Buffalo Niagara membership and program discounts.

Additional benefits include ongoing training, an extensive leadership development program, and opportunities for career advancement.

Position Summary

The Office Manager oversees the daily operations of the business office and manages the registration process for UPK and preschool programs. This position is responsible for a wide range of administrative, financial, and human resources functions, maintaining accurate records, producing reports, and ensuring smooth communication with families and partner organizations.

General Work Schedule

Monday through Friday, 40 hours per week. A typical daily schedule is 8:30 am 5:00 pm.

Essential Functions

1. Oversee participant registration for UPK and preschool programs.
2. Manage accounts receivable for UPK and preschool, ensuring accurate billing and timely collections.
3. Administer the purchase order process.
4. Ensure timely and accurate completion of all personnel paperwork and timekeeping for payroll.
5. Enforce personnel policies and procedures and communicate updates to staff.
6. Coordinate onboarding and orientation for new hires.
7. Serve as a resource for management on personnel procedures and HR best practices.
8. Build and maintain childcare program information in the registration operating system.
9. Maintain Niagara County subsidy logs and registration files.
10. Act as liaison between DSS families and County representatives.
11. Stay informed about program details to provide accurate information to parents, prospective participants, and school districts.
12. Respond to inquiries and resolve concerns from families and community partners.
13. Perform general clerical and administrative tasks, including maintaining staff and student records and files.
14. Ensure cleanliness and organization of the office, proper functioning of equipment, and maintenance of adequate inventory of office supplies.
15. Participate actively in the Annual Campaign and team efforts.
16. Attend required staff meetings and training sessions.
17. Perform other duties as assigned.

Qualifications

1. Two + years of experience in office management or administration, preferably in a school setting.
2. Excellent interpersonal and problem-solving skills.
3. Excellent organizational skills.
4. Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
5. Proficiency in Microsoft Office software.

YMCA Buffalo Niagara is an Equal Opportunity Employer.