What are the responsibilities and job description for the Office Manager, Philanthropy position at Children’s Mercy?

Overview

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure departmental effectiveness and efficiency. In addition, the Office Manager leads efforts to improve practices and processes within the scope of the role. The Office Manager also performs a wide variety of executive administrative and project coordination duties to support the day to day operations and strategic work of the department and organization.

This role requires skills in MS Office Suite including Word, Excel, Outlook, etc.

At Children’s Mercy, we are committed to ensuring that everyone feels welcomed within our walls. A successful candidate for this position will join us as we strive to create a workplace that reflects the community we serve, as well as our core values of kindness, curiosity, inclusion, team and integrity.

Additionally, it’s important to us that we remain transparent with all potential job candidates. Because we value the safety of the patients and families we serve, as well as the Children’s Mercy staff, we want to let you know that the seasonal influenza vaccine is a condition of employment for all employees in our organization. New employees must be willing to be vaccinated if found non-immune to measles, mumps, rubella (MMR) and chicken pox (varicella) and / or without evidence of tetanus, diphtheria, acellular pertussis (Tdap) vaccination since 2005. If you are selected for this position, you will be asked to supply your immunization records as proof of vaccination. If you and have any concerns about receiving these vaccines, medical and / or religious exemptions can be further discussed with Human Resources.

Responsibilities

This role :

Provides professional and managerial support of departmental functions to ensure the effectiveness and efficiency of the department.

Coordinates and manages events, appointments, schedules and calendars for the department and / or staff.

Conveys ideas and information clearly and effectively, contributing thoughts and ideas in written and verbal communication.

Selects and applies features of a variety of software programs and office equipment to access, input, and verify information and data impacting multiple departments

This role will have the following additonal responsibilities :

Budgeting / XM / INFOR :

Infor Purchasing for office supplies – Office Depot and Amazon

Credit Card Reconciliation – collecting receipts, disputing any charges that should not be present

Strata – monthly operating report (MOR) for the executive team monthly, researching variances

Update department budget tracker with all expenses to reconcile with Strata

Travel / Mileage reimbursement – accessing philanthropy calendars for the previous month, emailing to confirm locations and dates are correct, calculating the mileage for each team member

Assist with travel needs and travel plans – reimbursement processing and booking flights, reservations

Employee reimbursements - proxy for all team members, process XM reimbursements

Creating purchase orders, collecting invoices, processing and approving payments

Submission of invoices for dept, maintaining memberships for department and team members

Contracts – help with submitting, tracking and finalizing department contracts

United Way invoices – process CM employee UW donations file each pay period

Onboarding and Compliance of Employee and Volunteer Resources :

Expert and superuser in volunteer database system, VsysOne, support with monthly reports, compliance updates, and input into volunteer records.

Audit support to volunteer leaders for annual Occupational Health flu compliance (primarily volunteer leaders), annual education requirements, cornerstone trainings required and update on huddle systems.

Create a seamless welcome experience for new employees and volunteers to CM department of philanthropy and volunteer programming. This includes the order of software, equipment, onboarding notebook, retaining badges, intro slide, XM proxy, INFOR proxy

Charitable Registrations :

Lead with vendor Harbor Compliance and track compliance in various states on website

Process all requests for financial documents and forms, pay fees, coordinate signatures

Financial documents – collect updated forms and items needed for grants / proposals in W folder

Other :

Ordering office supplies (paper, batteries, envelopes, ink, coffee, parking validations, nametags)

Work orders for all office issues (lightbulbs, printers, electrical, plumbing)

Create schedules and experiences for visitors (shadow requests, Admin Fellows, nursing leadership, interns)

UKG – review timecards, make edits, notify leaders for submitted PTO not approved

Serve as first impression to department of philanthropy by supporting front desk in greeting in-kind donors / visitors to space and connecting them with appropriate staff member

Calendar appointments (employee celebrations, committees, shadow guests)

Raving Fan – track nominations, secure winner, create slide, distribute gifts to winners

Fun Committee - meeting agenda, help plan events, happy hour, retreat, picnic, love supports

Friday Update – responsible for tracking current events, meetings, celebrations

Qualifications

Bachelor's Degree and 3-5 years' Office Adminsitrative experience OR

Associate's Degree and 5-7 years' experience accepted in lieu of a Bachelor's degree OR

High School diploma, or equivalent, and 7 or more years' experience accepted in lieu of a degree

Benefits at Children's Mercy

The benefits plans at Children’s Mercy are one of many reasons we are recognized as one of the best places to work in Kansas City. Our plans are designed to meet the changing needs of our employees and their families.

Starting Pay

Our pay ranges are market competitive. The pay range for this job begins at $23.48 / hr, but your offer will be determined based on your education and experience.

Remote Work / Work from Home

This position is not eligible to work remotely, which means that the person hired will be required to work onsite at one of our Children’s Mercy locations and may not work from home.

EEO Employer / Disabled / Vet

Children’s Mercy hires individuals based on their job skills, expertise and ability to maintain professional relationships with fellow employees, patients, parents and visitors. A personal interview, formal education and training, previous work experience, references and a criminal background investigation all are factors used to select the best candidates. The hospital does not discriminate against prospective or current employees based on the race, color, religion, sex, national origin, age, disability, creed, genetic information, sexual orientation, gender identity or expression, ancestry or veteran status. A drug screen will be performed upon hire. Children’s Mercy is smoke and tobacco free.

Our commitment to Diversity & Inclusion

CM is committed to creating a diverse and inclusive workforce. Our patients and families come from all walks of life, and so do we. We know that our greatest strengths come from the people who make up our team so we hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our hospital stronger and our patient care more compassionate.

If you share our values and our enthusiasm for service, you will find a home at CM. In recruiting for our team, we welcome the unique contributions that you can bring, including education, ideas, culture, ethnicity, race, sex, sexual orientation, gender identity and expression, national origin, age, languages spoken, veteran status, color, religion, disability and beliefs.

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