Office Manager

Ymcabuffaloniagara; Buffalo (NY); On-site; USD 45,000 - 65,000; Full time

Job summary

YMCA Buffalo Niagara seeks an Office Manager to oversee daily operations for their UPK and preschool programs. The role involves managing registration, accounts receivable, and personnel paperwork, ensuring efficient communication with families and compliance with organizational policies. Ideal candidates will have experience in office management, strong organizational skills, and proficiency in Microsoft Office.

Benefits

Free health insurance

Employer paid group term life insurance

Generous paid time off program

Complimentary YMCA membership

Qualifications

• Two + years of experience in office management or administration, preferably in a school setting.
• Proficiency in Microsoft Office software.
• Ability to relate effectively to diverse groups.

Responsibilities

• Oversee participant registration for UPK and preschool programs.
• Manage accounts receivable ensuring accurate billing.
• Administer the purchase order process.

Skills

Organizational skills

Interpersonal skills

Problem-solving skills

Tools

Microsoft Office

Job description

Posted Thursday, June 5, 2025 at 4:00 AM

YMCA Buffalo Niagara

Founded in 1852, YMCA Buffalo Niagara is the second-oldest YMCA in the United States and one of the oldest institutions in Western New York. Throughout its long history, the Y has adapted to serve the ever-changing needs of the community. YMCA Buffalo Niagara is one of Western New York’s leading nonprofits, the largest child care services provider, and one of the largest employers in the area.

YMCA Buffalo Niagara fulfills its mission by offering a full spectrum of youth development, health and wellness, social, and recreational programs to more than 1 in 15 people in Erie and Niagara Counties, regardless of race, religion, age, ability, and income level. As a dynamic, charitable community-based organization, the Y provides financial assistance to thousands of youth, families, and seniors each year so that they can take part in YMCA membership and programs. YMCA Buffalo Niagara has five wellness centers, two overnight camps and runs programming in over 50 off-site locations.

POSITION SUMMARY:
The Office Manager oversees the daily operations of the business office and manages the registration process for the UPK and preschool programs. This position is responsible for a wide range of administrative, financial, and human resources functions, maintaining accurate records, producing reports, and ensuring smooth communication with families and partner organizations.

GENERAL WORK SCHEDULE:
Monday through Friday, 40 hours per week. A typical daily schedule is 8:30 am – 5:00 pm.

BENEFITS:
Free health insurance, employer paid group term life insurance at 1x salary, employer paid long term disability, EAP through Child & Family Services, and various voluntary benefit options.

Employees are immediately eligible to enroll and contribute to the Y Retirement Fund 403B plan and will receive a 12% employer paid Y Retirement Fund contribution after eligibility requirements are met.

There is a generous paid time off program, which includes personal time off, holidays, and sick leave.

All employees receive a complimentary YMCA Buffalo Niagara membership and program discounts.

Other benefits include training and leadership development opportunities, and career advancement.

ESSENTIAL FUNCTIONS:
1. Oversee participant registration for UPK and preschool programs.
2. Manage accounts receivable for UPK and preschool, ensuring accurate billing and timely collections.
3. Administer the purchase order process.
4. Ensure timely and accurate completion of all personnel paperwork and timekeeping for payroll.
5. Enforce personnel policies and procedures and communicate updates to staff.
6. Coordinate onboarding and orientation for new hires.
7. Serve as a resource for management on personnel procedures and HR best practices.
8. Build and maintain childcare program information in the registration operating system.
9. Maintain Niagara County subsidy logs and registration files.
10. Act as liaison between DSS families and County representatives.
11. Stay informed about program details to provide accurate information to parents, prospective participants, and school districts.
12. Respond to inquiries and resolve concerns from families and community partners.
13. Perform general clerical and administrative tasks, including maintaining staff and student records and files.
14. Ensure cleanliness and organization of the office, proper functioning of equipment, and maintenance of adequate inventory of office supplies.
15. Participate actively in the Annual Campaign and team efforts.
16. Attend required staff meetings and training sessions.
17. Perform other duties as assigned.

QUALIFICATIONS:
1. Two + years of experience in office management or administration, preferably in a school setting.
2. Excellent interpersonal and problem-solving skills.
3. Excellent organizational skills.
4. Ability to relate effectively to diverse groups of people from all social and economic segments of the community.
5. Proficiency in Microsoft Office software.

YMCA Buffalo Niagara is an equal opportunity employer committed to valuing diversity and practicing inclusion.