St. Vincent Catholic Charities · 1 month ago
Office Manager/Scheduler
Lansing, MI
Full-time
Hybrid
Entry, Mid Level
2+ years expSt. Vincent Catholic Charities is dedicated to serving vulnerable individuals and families with compassion and dignity. The Office Manager & Scheduler will ensure the smooth operation of the Children’s Home Program by providing administrative leadership, managing scheduling needs, and maintaining accurate records to support program compliance and communication.
Individual & Family Services
Responsibilities
Oversee daily operations of the Children’s Home office, ensuring an organized, safe, and professional environment
Serve as the primary point of contact for program inquiries from caregivers, caseworkers, foster families, community partners, and staff
Maintain office supplies, equipment, and inventories; coordinate maintenance and facility needs as required
Support program leadership with administrative tasks, correspondence, meeting coordination, and documentation
Ensure confidential and timely handling of sensitive client and program information, following agency, state, and federal privacy regulations
Other duties as assigned
Manage all scheduling for Children’s Home services, including staff appointments, client visits, supervised visitation rooms, transportation, and specialized program activities
Coordinate staff calendars, ensuring adequate coverage for visits, intakes, assessments, and scheduled family engagements
Communicate scheduling updates and changes promptly to staff, families, and community partners
Troubleshoot schedule conflicts or gaps and proactively propose solutions
Track and maintain documentation related to visits, cancellations, attendance, and service utilization
Maintain accurate client files, program records, and required documentation in accordance with agency standards and licensing requirements
Support data entry, reporting, and quality assurance activities
Assist with collecting and compiling information for audits, monitoring visits, and internal reviews
Ensure timely submission and organization of forms, incident reports, and service notes
Provide excellent customer service using trauma-informed principles when interacting with children, families, and visitors
Serve as a liaison between internal program teams, leadership, external agencies, and community partners
Assist with onboarding new program staff by organizing materials, preparing workspace needs, and orienting them to office systems
Participate in team meetings, trainings, and agency-wide initiatives as needed
Qualification
Required
High school diploma or equivalent
Minimum 2 years of administrative, scheduling, or office management experience
Degree or license in related field
Demonstrates a deep commitment to the mission and values of Catholic Charities of Ingham, Eaton, and Clinton Counties
Thrives in a team environment, contributing positively and working effectively with others to achieve shared goals
Proactively identifies challenges and develops practical, innovative solutions to address them
Demonstrates awareness and respect for the cultural diversity of both colleagues and clients
Upholds a strong moral character, consistently doing what is right, and responsibly using time and resources to serve the organization's mission
Preferred
Associate's degree in Business Administration, Human Services, or related field
Experience in human services or child welfare
Experience working in environments serving children and families
Company
St. Vincent Catholic Charities
St. Vincent Catholic Charities (STVCC) is a local, charitable, non-profit dedicated to human services in the mid-Michigan area.
201-500 employees
Funding
Current Stage
Growth StageLeadership Team
Andrea Boruta, CPA
Chief Financial Officer
Yvonne Sampson
Assistant to the CEO, CEO Liaison
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