Office Manager (Full-Time, Exempt)

Job Description

Job Description
Office Manager (Full-Time Exempt) CHADS Coalition for Mental Health saves young lives by advancing the awareness and prevention of depression and suicide. CHADS believes in the importance of educating our teens about depression, suicide prevention, and social emotional wellbeing. Its three main programs are the SOS (Signs of Suicide) program, CHADS Family Support and the Social Emotional Wellbeing Programs. These programs are intended for elementary, middle, high school and college students, faculty, and parents. Position Summary:The Office Manager supports the daily operations of the agency across administrative, financial, development, and facilities functions. This role works closely with agency leadership, department heads, and occasionally board members to ensure efficient office operations, accurate financial processes, and strong organizational support.

The Office Manager reports directly to the CEO.
This is a full-time, exempt position with standard in office hours Monday–Friday, 8:00 a.m. to 4:30 p.m. Occasional evening or weekend availability may be required for meetings or special events.
Job Responsibilities:

Office & Administrative Operations· Oversee daily office operations including mail, deliveries, phone management, room reservations, and office organization.· Order and manage office supplies and coordinate facility maintenance and vendor services.· Maintain required certifications, safety compliance items, and assist with CARF audits and drills.· Draft general correspondence and coordinate staff travel, training registrations, and conference arrangements. Financial & Accounting Support· Manage financial documentation including receipt uploads, vendor records, W-9s, and bill imaging.· Assign and review GL coding and cost center classifications and resolve discrepancies.· Prepare and process bank deposits, monitor daily balances, and maintain banking platform functions including Positive Pay.· Process reimbursements, track missing documentation, and compile financial records for the accountant.· Support grant, pledge, and in-kind revenue documentation. Systems & Data Management· Maintain records in agency platforms including Donor Perfect and TCCFO systems (DEXT/Bills).· Upload and organize donor, grant, and financial documentation.· Generate reports as needed to support leadership and development activities. Development, HR & Organizational Support· Record donations and assist the Development department with donor tracking and reporting.· Assist Human Resources with orientation as needed.· Support event coordination and volunteer management when needed. Leadership & External Relations· Assist the CEO with scheduling and preparation for Board of Directors meetings and maintain board documentation.· Coordinate program documentation including MOUs.· Serve as liaison with vendors, financial partners, and external service providers.
Qualifications:
Education & Experience· High school diploma required; bachelor’s degree preferred.· Minimum five years of administrative or office management experience.· Experience supporting financial processes or accounting documentation preferred. Skills & Knowledge· Knowledge of basic accounting principles including GL coding, reconciliation, and financial documentation review.· Strong organizational, communication, and problem-solving skills.· Ability to manage multiple responsibilities while maintaining confidentiality and attention to detail.· Professional communication with staff, leadership, vendors, and board members. Technical Skills· Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint, Teams).· Experience with systems such as Donor Perfect, DEXT, Bills, or similar platforms preferred.· Strong comfort with digital systems and financial software. The starting salary for this position is $50,000+

CHADS is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. CHADS is also committed to compliance with all fair employment practices regarding citizenship and immigration status.