A Clinical Office Manager manages a clinical office in a hospital or other clinical program. Works with the clinic director and other clinicians. Manages clinic business operations and office administration including scheduling, bookkeeping, billing, patient records, equipment and supply orders.
Office Operations Manager Rockford, IL 61104 From $21 an hour - Part-time, Full-time From $21 an hour - Part-time, Full-time Overview The Office & Operations Manager serves as the administrative and operational hub of Shelter Care. This position provides front-line hospitality to clients, donors, and guests; manages day-to-day office operations; supports the Executive Director with basic grant administration; supports the Finance and Development Directors; and produces the organization's monthly newsletter and updates the website. This is a part-time position (30 hours/week, benefits eligible). Expected hours are Monday-Friday 8:30 - 3:00 with a 30-minute lunch break. The role requires strong organizational skills, discretion with confidential and financial information, and comfort learning new software and systems.
Reports to:
Finance Director Key Responsibilities Reception & Front Office Greet clients, donors, and guests at the front door and serve as the first point of contact for the organization. Receive and open incoming mail and distribute it appropriately within the office. Answer and route incoming phone calls. Order and maintain office supplies. Make trips to the post office as needed. Facilities, Equipment & Vendor Coordination Troubleshoot day-to-day issues with the copier/printer and internet-based phone system; escalate to and coordinate with outside vendors for repairs when issues cannot be resolved in-house. Schedule and track vehicle maintenance and repairs for agency vehicles. Financial & Donation Processing Log checks received and prepare the weekly bank deposit slip. Enter donations into the donor database accurately and in a timely manner. Manage and reconcile petty cash. Scan and forward receipts and invoices to the Finance Director. Collect rent from the agency's six tenants. Schedule furniture and household item donation pickups/drop-offs on the Donation Coordinator's Google Calendar. Development & Donor Relations Support Draft thank-you letters to donors. Assist the Development Director in tracking donors and preparing marketing materials for fundraising events. Design and distribute a monthly newsletter using Constant Contact and Canva. Update website content as needed. Grant & Executive Support Maintain the grant due-date calendar for the Executive Director and provide advance reminders of upcoming deadlines. Proofread and edit grant applications drafted by the Executive Director. Mail or email completed grant applications and required attachments to funders. Board of Directors Support Correspond with Board members to remind them of upcoming board meetings. Assemble the monthly board packet and distribute it to directors via email. Other Perform other duties as assigned. Qualifications Associate's degree required. Prior office management, administrative, or executive support experience, ideally in a nonprofit setting. Genuine comfort with technology and a demonstrated ability to learn new software and databases quickly and independently — this is one of the most important qualifications for this role. Strong written communication skills, including proofreading and editing. Proficiency with Google Workspace (Calendar, Gmail, Docs/Sheets), Microsoft Office, and general office equipment. Experience with (or ability to quickly learn) a donor database, Constant Contact, Canva, and basic website content management. Comfort troubleshooting basic office technology (printers/copiers, VoIP phone systems) and coordinating vendor support. Strong attention to detail and accuracy, particularly with financial and donor data. Ability to manage multiple deadlines and shifting priorities across departments. Discretion and sound judgment in handling confidential donor, financial, and personnel information. Warm, welcoming demeanor with clients, donors, and guests, consistent with the agency's mission and values. Valid driver's license for post office and errand trips as needed. Work Environment Office environment with moderate noise. The role requires regular use of a computer, telephone, and standard office equipment, and occasional local travel (e.g., post office, rental properties, vendor errands). Frequent talking and hearing. Occasional lifting of up to 20 lbs.
Pay:
From $21.00 per hour
Benefits:
401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance
