Bethany is changing the world through family. We began our work by serving one child more than 75 years ago. Today, Bethany is an international Christian nonprofit partnering with communities in more than 30 states and in several countries around the world. We strengthen and preserve families, support displaced people fleeing danger, and find safe, loving families for children who need them. Bethany is at the forefront of creating and implementing solutions to meet the growing needs of vulnerable children and families in the U.S. and around the world.

As an Executive Office Manager, you will be primarily responsible for ensuring effective operations at the site location; and providing administrative support to the program and program staff based on the requirements of the role. In addition, this role works in close collaboration with Office Manager’s and Administrative Assistants throughout Refugee and Immigration services to increase and ensure consistency. This individual is may also be responsible for reconciling and addressing all billing errors to ensure accurate billing with no profit loss.

This position is expected to function effectively with moderate supervision while following the guidelines given on procedures, along with agency, federal, and state regulatory requirements.

ESSENTIAL JOB RESPONSIBILITIES

• Supervise and collaborate with assistant office manager and administrative assistants to ensure efficient office operations and consistency between Refugee and Immigrations services;
• Act as internal office support and liaison to Bethany HQ departments including IT, HR, Finance;
• Coordinate and attend office meetings and manage preparation and logistics;
• Ensure compliance of hiring & onboarding of new staff and interns;
• Ensure effective operations of the office related to administrative tasks;
• Assist branch director with scheduling and communications;
• Oversee Administrative Assistants and other support staff;
• Assist with reporting and audits;
• Track Refugee & Immigrant Services' contracts;
• Coordinate on-site duties and tasks in partnership with supervisory staff to meet the goals and objectives of the program;
• Manage and maintain the record-keeping process to ensure there is an effective filing system in which information is forwarded efficiently;
• Maintain a schedule of appointments, and arrange conferences, interviews, and meetings, as requested;
• Run various reports, and draft correspondence and/or transcribe meeting notes, as requested;
• Assist with branch billing and accounting and reconciliation of all monetary instruments used;
• Sort and distribute branch mail, along with scheduling mail pick-ups and deliveries;
• Oversee office supply inventory and order approved materials as needed;
• Stay abreast of agency, federal, and state regulatory requirements for social services;
• Complete other duties as assigned.