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Office Manager

8 hours ago

Berkeley, California, United States College Internship Program Inc Full time

OFFICE MANAGER

A Day in the Life:

The Office Manager plays a key leadership position at the CIP center. This role is accountable to the Program Director for overseeing key administrative and business functions, resource allocation, and ensuring efficient and timely tracking of service delivery. The Office Manager has decision-making authority within the operations area in specific areas. The Office Manager is an onsite full-time exempt position located in Berkeley, CA who reports to the Program Director.

This position operates in a highly scheduled environment but may require longer hours and occasional weekend work and minimal travel as job duties demand. The Office Manager position involves a moderate physical demand. 

The College Internship Program (CIP) is a full-year private young adult transition program for individuals 18-26 with autism, ADHD, and other learning differences offering comprehensive and specialized services. CIP's programs uniquely address the needs of adolescents and young adults with high-functioning autism, ADHD, and other learning differences by providing a comprehensive curriculum, expert staffing, and a structured weekly schedule. We believe that a learning disability is a learning difference, and our expert staff understand and meet our young adults enrolled in the program where they are at. Our programs focus on the generalization of specialized skills specifically for autism and learning differences. CIP students live with a close-knit community of peers within a supported apartment living setting and fully access the community around them. Each student's unique needs are met individually as they prepare for success in independent living, college, and employment. CIP is the result of strategies we have developed over 40 years working with hundreds of young people who learn differently and have exceptionalities, helping develop the self-knowledge and skills to live happy and productive lives.

All the Responsibilities We'll Trust You With:

  • Partner closely with other center leadership, i.e., Program Director, Assistant Program Director, and any Admissions personnel to ensure smooth and effective center operation, with the principal focus of business operations and administration.

  • Manage capacity and resource scheduling of program modules and staffing, while adjusting needs in the most effective manner to respond to rolling admissions, changing circumstances, the ebb, and flow of CIP programming, as well as emergencies.

  • Liaison to National Finance Office on day-to-day business operations, finance, budgeting, risk, information technology.

  • Relationship manager for vendors and suppliers at the center level and overseer of vendor activities at the center.

  • Relationship manager for local facilities and property management firms and oversee their activities at the center.

  • Center compliance manager for employment, privacy, etc. (not regional center).

  • Manager of center transportation (including vans, etc.)

  • Manage transaction preapprovals, procurement, logistics, vendor quotes, asset-tagging and like activity.

  • Monitor facility quality and appropriateness for student housing and leasing, in coordination with National Office.

  • Manage compliance matters including information privacy (HIPAA), documentation standardization, file management, and destruction.

  • Serve as IT and telecom point of contact for the center; includes assisting locally with project rollouts, asset breakage, disposal, replacement, and installation.

  • Responsible for imaging documents, routing mail, and print management.

  • Logistics, scheduling, and maintenance of center vans and other transportation.

  • Ensure that student and resource schedule is current, accurate and logged in coordination with APD.

  • Manage the execution of key center events, e.g., experience days, evening, weekend, and summer program activities, coordinating with outreach teams, as required.

  • Ensure the center has greeters for external visitors and that phone calls are answered in a professional and courteous manner. 

  • Schedule and coordinate key center meetings for training.

  • Assist with new employee onboarding as well as existing employee offboarding, in coordination with HR.

  • *Other Duties as Assigned

Qualities You Possess:

  • The Office Manager will possess exceptional communication skills, precise attention to detail, superior organization and prioritization skills, and self-motivation in managing tasks to completion. They will have genuine empathy and awareness of the needs and sensitivities of prospective families, students, and staff.

Your Areas of Knowledge and Expertise:

  • Bachelor's degree from an accredited college or university is required.

  • 3-5 years related experience.

  • Prior Finance and/or Human Resources experience or exposure helpful.

  • Proficient in a variety of computer programs and technology required for the center's administrative and office tasks, as well as for communication and outreach (e.g., Google and Microsoft office products (spreadsheets), ADP or other payroll / human resources systems, project management software); comfortable learning and adapting to new company software.

  • An active Driver's License is required.

Why Join CIP?

  • Vacation Time - 15 days full time only

  • Paid Holidays - 12 days full time only;Holiday premium pay for part time only

  • Paid Sick Days and Personal Days accrued

  • Medical, Dental and Vision Insurance

  • Voluntary Benefits: Short and Long-term Disability, Additional Life, Child Life and Spousal Life 

  • Dependent Care Flexible Spending Account

  • Flexible Spending Accounts

  • 401(K) - We offer a Traditional 401(K) and a Roth 401(K) employer match up to 4%

    • Financial Wellness Advisor Services  

  • Tuition and continued education reimbursement up to $3,000 annually for full time and up to $1,000 for part time

  • Wellness reimbursement of $200 per year for full time and $100 per year for part time

  • Employee Assistance Program: child care and parenting, senior care and aging, emotional health, health and wellness, legal and financial, access to discounts 

  • A health advocate to assist with our insurance & healthcare challenges

  • Ongoing monthly training and professional development opportunities

  • Supportive and Collaborative Culture

*Please note that the benefits listed may change based on business needs, regulatory requirements or other factors

Accommodations Disabilities Act Statement

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this job position.

Affirmative Action Plan (AAP)/Equal Employment Opportunity (EEO) Statement

College Internship Program (CIP) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

This job description is intended to provide a general overview of the responsibilities and qualifications associated with this position. It is not an exhaustive list of all duties, responsibilities, and qualifications required. Team members may be assigned additional responsibilities as necessary.