Office Manager

Chicago, IL
Full Time

or

Kaleidoscope, a non-profit, child welfare organization located in Chicago, Illinois is seeking an Office Manager to help manage our Chicago office.  Work schedule requires in person office days Monday through Thursday. Fridays are remote. 

Founded in 1973, our mission today is to empower children, youth and families impacted by abuse and neglect to build resourcefulness, resiliency and supportive relationships through innovative, individualized case management and clinical services. Our vision is that all children and youth have the opportunity to enjoy safe and healthy lives nurtured by responsive adults.

At Kaleidoscope, we stake our reputation on providing the highest quality child welfare services to children, youth and families involved with the Department of Children and Family Services. The work we do is both challenging and rewarding. To accomplish this high level of success, we place the utmost value on our employees and seek to provide them with opportunities for professional growth.

Kaleidoscope’s benefits package includes: 

  • Average of over 80% paid for employee coverage in our medical plans through Blue Shield and Blue Shield. 
  • PPO Dental Plan
  • FREE Short Term Disability, Life Insurance, AD&D, Vision and TelaDoc (an On-demand medical care service)
  • Generous Paid Time Off (PTO). Starting at 26 days per year!
  • 10 paid Holidays  
  • Paid Birthday holiday
  • 403b Plan
  • Employee Assistance Program
  • Monthly cell phone reimbursement

General Description

The Office Manager is key to the management of the daily operations of Kaleidoscope and is responsible for coordinating and maintaining a professional office environment which supports the efficient functioning of all Kaleidoscope team members while working in the office or remotely. 

Essential Duties and Responsibilities

Position-Specific

  • Ensure clean and organized office environment, including appropriate and efficient use of storage rooms.
  • Oversee the daily opening and closing of the office.
  • Serve as the day-to-day point-of-contact for Agency vendors including IT, answering service, building engineers, inspectors, office supply, shredding, etc.
  • Maintain office equipment and furniture inventory tracking, in coordination with COO and IT consultant.
  • Manage, inventory and order office and program support supplies.
  • Manage and process operations/administration-related invoices for payment in accordance with established AP guidelines.
  • Organize and manage volunteer staff Emergency Response Team, and semi-annual fire and safety drills.
  • Maintain calendar for internal Agency meetings and serves as the calendar liaison for Agency use of other building meeting and event spaces
  • Work closely with the Records Manager to maintain storage spaces and ensure that archival processes are in compliance with established policies.
  • Manage Operations-related onboarding and offboarding processes, including ordering keys and key cards, equipment assignment, office and workspace assignments, etc.
  • Develop and maintain effective systems and procedures designed to streamline all Operations-related processes.
  • Assist with meeting room set-up and breakdown.
  • Manage administrative support requests including office supply and equipment requests, package delivery, etc.
  • Support agency special events, as needed.
  • Performs other duties as assigned by the Chief Operating Officer.

Supervisory/Leadership

  • Lead in the recruitment, screening, hiring, training, supervision and evaluation of the full-time Operations Support Specialist.
  • Utilize agency clinical philosophy to inform all aspects of office management activities.
  • Provide on-going feedback and coaching of direct report to ensure that department goals are met.
  • Review and approve personnel-related documentation for direct report.
  • Keep the Chief Operating Officer abreast, in real-time, of major office-related matters.
  • Share information with other Agency leaders to promote an environment of consistency, support and accountability.

Educational Requirements/General Qualifications

Minimum Degree Required: High School Diploma

Degree Preferred: Bachelor’s degree

Minimum Years of Experience: 3 years of office management or senior-level administrative experience.

Other Requirements: Excellent organizational, oral communication and time management skills

Full time use of insured, operating automobile and valid driver’s license

COVID-19 Notice

In accordance with Kaleidoscope’s duty to provide and maintain a workplace that is free of known hazards, we require all employees hired as of November 16, 2021 to be fully vaccinated against COVID-19 in order to safeguard the health of our employees and their families; clients; visitors; and the community at large. Additionally, all employees are required to practice social distancing and be masked in the office when away from assigned workstations. As such, only fully vaccinated candidates will be considered for employment with Kaleidoscope at this time unless eligible for medical or religious exemption.

EEO Statement

Kaleidoscope Inc. is an Equal Opportunity/Inclusive/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.

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If you have questions, please contact hr@kaleidoscope4kids.org