Office Manager Level 1
KABASPosition Overview As Office Manager Level 1, you will serve as the operational backbone of our Kalamazoo-based educational nonprofit. You will lead daily administrative functions, support the educational programming staff, and ensure compliance with both local community initiatives and organizational objectives. In short, a Level 1 Office Manager focuses on keeping the KABAS operation running on time . Core Responsibilities Organization-wide Responsibilities ● Oversee the daily operations of the main Kalamazoo office, ensuring a welcoming and professional environment for students, educators, and community partners. ● Manage office equipment, maintain inventory of educational supplies, and negotiate vendor contracts with local Southwest Michigan suppliers. ● Provide executive-level assistance to the Executive Director and Board of Directors, including scheduling, meeting preparation, and board packet distribution. ● Support Executive Direct in collecting, organizing, and formatting operational data (such as attendance metrics and resource utilization) required for foundation and government grants. Will need to collaborate with the Clinical supervisor and Operations Supervisor. ● Develop processes across KABAS services as a private school, nonprofit, and ABA clinic ● Develop protocols to ensure that all nonprofit activities are in compliance including reporting requirements, certifications, as well as internal procedures and external reporting procedures ● Support the interviewing, and onboarding processes for new hires in collaboration with HR and program leadership ● Support HR to ensure that all mandatory training compliance including crisis intervention (e.g., CPI/TACT-2), CPR/First Aid, mandated reporter training, and HIPAA are completed by staff in a timely manner ● Support bookkeeping operations, manage accounts payable/receivable, and assist with bi-weekly payroll processing. ● Track operational line-item expenses weekly to ensure department spending remains within the approved annual budget. Conduct motley inventory and send office manager list of itemized needs following purchase request procedures ● Maintain financial records and requirements with IRS expectations of schools/nonprofits. ● Track organizational expenses against grant budgets and assist in generating financial reports for grantors. ● Participate in quarterly financial meetings with the Executive Director and CPA as needed. ● Negotiate and monitor contracts with local Kalamazoo vendors for IT support, security, catering, and utilities to maximize budget efficiency. ● Coordinate logistics for educational programs, community outreach events, and volunteer training sessions throughout Kalamazoo County. ● Assist with limited HR duties, such as supporting the onboarding of new hires and maintaining personnel files in compliance with nonprofit labor laws. ● Collaborate with Financial Team to support ED in sustaining functional well-being of the organization ● Communicate with all partners on and off site as needed ● Coordinate fundraisers & school events with Fundraising Coordinator ● Manage facility operations including maintenance, safety inspections, supply procurement, and vendor relationships. ● Oversee the entire lifecycle of educational materials from purchasing to classroom delivery, minimizing shortages. School and Clinical Responsibilities ● Oversee student enrollment and ensure that maintenance of data is in compliance with MDE, CMH, and other related entities ● Serve as the primary point of contact for operational issues, resolving concerns promptly and escalating as appropriate. ● Manage internal and external communications, including answering inquiries and routing correspondence to the appropriate programmatic staff. ● Facilitate student drop-off and pick-up and monitor student and staff attendance ● Support team with breaks/lunch as needed ● Manage general correspondence and communications (work phone, email , ClassDojo, and other modes of commu…