Mgr, Office - job 1 of 2

Thanks for your interest in Children's Mercy!

Do you envision finding a meaningful role with an inclusive and compassionate team? At Children’s Mercy, we believe in making a difference in the lives of all children and shining a light of hope to the patients and families we serve. Our employees make the difference, which is why we have been recognized by U.S. News & World Report as a top pediatric hospital, for eleven consecutive years.

Children’s Mercy is in the heart of Kansas City – a metro abounding in cultural experiences, vibrant communities and thriving businesses. This is where our patients and families live, work and play. This is a community that has embraced our hospital and we strive to say thanks by giving back. As a leader in children’s health, we engage in meaningful programs and partnerships throughout the region so that we can improve the lives of children beyond the walls of our hospital.

Overview

The Office Manager is responsible for organizing and coordinating office operations and procedures to ensure departmental effectiveness and efficiency. In addition, the Office Manager leads efforts to improve practices and processes within the scope of the role. The Office Manager also performs a wide variety of executive administrative and project coordination duties to support the day to day operations and strategic work of the department and organization.

*This role requires skills in MS Office Suite including Word, Excel, Outlook, etc. #LI-Onsite

At Children’s Mercy, we are committed to ensuring that everyone feels welcomed within our walls. A successful candidate for this position will join us as we strive to create a workplace that reflects the community we serve, as well as our core values of kindness, curiosity, inclusion, team and integrity.

Additionally, it’s important to us that we remain transparent with all potential job candidates. Because we value the safety of the patients and families we serve, as well as the Children’s Mercy staff, we want to let you know that the seasonal influenza vaccine is a condition of employment for all employees in our organization. New employees must be willing to be vaccinated if found non-immune to measles, mumps, rubella (MMR) and chicken pox (varicella) and/or without evidence of tetanus, diphtheria, acellular pertussis (Tdap) vaccination since 2005. If you are selected for this position, you will be asked to supply your immunization records as proof of vaccination. If you and have any concerns about receiving these vaccines, medical and/or religious exemptions can be further discussed with Human Resources.

Responsibilities

This role:

• Provides professional and managerial support of departmental functions to ensure the effectiveness and efficiency of the department.
• Coordinates and manages events, appointments, schedules and calendars for the department and/or staff.
• Conveys ideas and information clearly and effectively, contributing thoughts and ideas in written and verbal communication.
• Selects and applies features of a variety of software programs and office equipment to access, input, and verify information and data impacting multiple departments

This role will have the following additional responsibilities:

Budgeting/XM/INFOR:

• Infor Purchasing for office supplies – Office Depot and Amazon
• Credit Card Reconciliation – collecting receipts, disputing any charges that should not be present
• Strata – monthly operating report (MOR) for the executive team monthly, researching variances
• Update department budget tracker with all expenses to reconcile with Strata
• Travel/Mileage reimbursement – accessing philanthropy calendars for the previous month, emailing to confirm locations and dates are correct, calculating the mileage for each team member
• Assist with travel needs and travel plans – reimbursement processing and booking flights, reservations
• Employee reimbursements - proxy for all team members, process XM reimbursements
• Creating purchase orders, collecting invoices, processing and approving payments
• Submission of invoices for dept, maintaining memberships for department and team members
• Contracts – help with submitting, tracking and finalizing department contracts
• United Way invoices – process CM employee UW donations file each pay period

Onboarding and Compliance of Employee and Volunteer Resources:

• Expert and superuser in volunteer database system, VsysOne, support with monthly reports, compliance updates, and input into volunteer records.
• Audit support to volunteer leaders for annual Occupational Health flu compliance (primarily volunteer leaders), annual education requirements, cornerstone trainings required and update on huddle systems.
• Create a seamless welcome experience for new employees and volunteers to CM department of philanthropy and volunteer programming. This includes the order of software, equipment, onboarding notebook, retaining badges, intro slide, XM proxy, INFOR proxy

Charitable Registrations:

• Lead with vendor Harbor Compliance and track compliance in various states on website
• Process all requests for financial documents and forms, pay fees, coordinate signatures
• Financial documents – collect updated forms and items needed for grants/proposals in W folder

Other:

• Ordering office supplies (paper, batteries, envelopes, ink, coffee, parking validations, nametags)
• Work orders for all office issues (lightbulbs, printers, electrical, plumbing)
• Create schedules and experiences for visitors (shadow requests, Admin Fellows, nursing leadership, interns)
• UKG – review timecards, make edits, notify leaders for submitted PTO not approved
• Serve as first impression to department of philanthropy by supporting front desk in greeting in-kind donors/visitors to space and connecting them with appropriate staff member
• Calendar appointments (employee celebrations, committees, shadow guests)
• Raving Fan – track nominations, secure winner, create slide, distribute gifts to winners
• Fun Committee - meeting agenda, help plan events, happy hour, retreat, picnic, love supports
• Friday Update – responsible for tracking current events, meetings, celebrations

Qualifications

• Bachelor's Degree and 3-5 years' Office Administrative experience OR
• Associate's Degree and 5-7 years' experience accepted in lieu of a Bachelor's degree OR
• High School diploma, or equivalent, and 7 or more years' experience accepted in lieu of a degree

Benefits at Children's Mercy

The benefits plans at Children’s Mercy are one of many reasons we are recognized as one of the best places to work in Kansas City. Our plans are designed to meet the changing needs of our employees and their families.

Starting Pay

Our pay ranges are market competitive. The pay range for this job begins at $24.31/hr, but your offer will be determined based on your education and experience.

Remote Work/Work from Home

This position is not eligible to work remotely, which means that the person hired will be required to work onsite at one of our Children’s Mercy locations and may not work from home.

EEO Employer/Disabled/Vet

Children’s Mercy hires individuals based on their job skills, expertise and ability to maintain professional relationships with fellow employees, patients, parents and visitors. A personal interview, formal education and training, previous work experience, references and a criminal background investigation all are factors used to select the best candidates. The hospital does not discriminate against prospective or current employees based on the race, color, religion, sex, national origin, age, disability, creed, genetic information, sexual orientation, gender identity or expression, ancestry or veteran status. A drug screen will be performed upon hire. Children’s Mercy is smoke and tobacco free.