Office Manager

Posted: June 24, 2025
Expires: August 23, 2025

The Sight Center of Northwest Ohio

1002 Garden Lake Parkway, Toledo, OH 43614

POSITION DESCRIPTION

JOB TITLE: Office Manager 
REPORTS TO: Executive Director
SUPERVISES: The Shop Manager, Housekeeper and Drivers

FLSA STATUS: Exempt

REVISED DATE: June 2025

General Summary

The Office Manager is a vital leadership role within the agency, responsible for overseeing day-to-day operations including staff retention and recruitment as well as other human resource processes. This position provides direct operational and administrative support to the Executive Director and leadership team, ensuring efficient office management.

Key responsibilities include leading day-to-day office operations including overseeing The Shop Manager, Housekeeper and Drivers.

As a core member of the leadership team, the Office Manager must lead by example, demonstrating flexibility, professionalism, and a commitment to supporting organizational objectives and team success. The Office Manager may be asked to support other functions of The Sight Center to ensure overall success of the organization. In addition, the Office Manager must partner and support the leadership team including the Program Director, Billing and Bookkeeping Manager as well as the Major Gifts and Grants Manager.  The Office Manager may also be called upon to help with coordinating internal and external resources to provide successful and meaningful events, as well as maintaining community relationships.

Essential Functions

Office & Business Administration

• Manage and supports staff performance by providing guidance, setting clear expectations, and fostering a collaborative work environment.
• Cultivates a positive workplace culture through employee engagement, morale-building initiatives, and team-strengthening events to enhance productivity and cohesion.
• Oversees office operations, ensuring efficient management of supplies, scheduling, equipment, and vendor relationships to support seamless daily functions.
• Manages operational and event budgets, ensuring financial efficiency and alignment with organizational goals.
• Maintains and organizes filing systems to ensure easy access to contracts, compliance records, and agency documents.
• Acts as the primary point of contact for staff, ensuring seamless backup support and lunch coverage for the Vision Services Representative.
• Partners with the Program Director Billing & Bookkeeping Manager, and Major Gift & Grants Manager to optimize operational efficiency, ensuring the smooth execution of clinical functions, development initiatives, and stakeholder engagement. Supports event planning, outreach efforts, and program coordination to enhance community engagement and organizational effectiveness.
• Oversees vendor and contract negotiations while managing the vehicle fleet, ensuring routine maintenance, timely registration renewals, and necessary repairs to maintain operational efficiency.
• Ensures compliance and risk management, adhering to workplace regulations, company policies, and industry standards to maintain a safe and legally sound environment.
• Manages technology and IT coordination, overseeing office software, troubleshooting minor technical issues, and collaborating with tech support to ensure seamless operations.
• Assist in maintaining accurate donor records, including recording contributions in the agency’s donor database, generating and mailing thank-you letters within three business days, and updating constituent information as needed at the request of the Executive Director.  May represent The Sight Center in the community as well.
• Provides backup support for front office operations, including phone coverage, front door assistance, and clinic appointment scheduling as needed. Assists with shop coverage on a weekly basis or as appropriate and coordinates monthly contracted maintenance projects.
• Facilitate internal and external communications, supporting staff by reviewing and proofreading business documents, recording internal meetings, and assisting with other communication-related tasks.
• Supports Board of Directors and committee functions at the direction of the Executive Director and leadership team.
• Maintains board and committee rosters, tracks attendance and terms of service, coordinates meeting invitations, and documents minutes as requested by the Board Chair.

Human Resources & Staff Support

·         Workforce Development and Engagement - Works closely with the Executive Director and leadership team to develop and implement retention strategies that promote a productive work environment, address workplace conflicts, and foster a team culture. Leads exit and retention initiatives, conducting exit interviews, and proactively implementing strategies to enhance employee engagement and long-term retention."

• Recruitment & Onboarding – Leads hiring efforts, including job postings, interview scheduling, onboarding, orientation, and benefits enrollment for new staff and volunteers.
• Employee Development & Engagement – Implements staff training programs, fosters professional growth, and promotes engagement initiatives to strengthen team cohesion.

·         HR Services & Compliance – Oversees HR processes, including background checks, benefits administration, and employment-related programs, ensuring adherence to policies, regulations, and labor laws. Manage drug screening and background check tracking, including scheduling five-year renewals and enrolling employees in the RAP-BACK system.

• Record Management & Administration – Oversees employee records, ensuring certifications, licensure, and benefits documentation remain updated and properly filed.
• Performance Tracking & Leadership Guidance – Works closely with leadership to monitor staff performance, providing support on procedures to ensure compliance with agency policies and labor laws.

Minimum Qualifications

• Education – Associate's degree in Business Administration, Office Management, Human Resources, or a related field required; Bachelor's degree preferred.
• Experience – Minimum of three years in office administration including human resources operations in a nonprofit operation required or an equivalent combination of education and experience.
• Technical Proficiency – Strong knowledge of Microsoft Office Suite, HR/payroll systems, and preferred.
• Communication Skills – Excellent interpersonal and written communication skills, with the ability to interact professionally with staff, board members, and external stakeholders.
• Organizational & Administrative Skills – Demonstrated ability to manage multiple priorities, maintain accurate records, and ensure smooth office operations in a fast-paced nonprofit environment.
• Leadership & Problem-Solving – Strong decision-making abilities, proactive problem-solving skills, and a commitment to maintaining efficiency in administrative functions.
• Mission-Driven Mindset – A strong commitment to nonprofit work with a passion for supporting community initiatives.
• Collaboration & Relationship Management – Proven ability to foster positive working relationships with staff, volunteers, vendors, and external partners.