Office Manager​/Scheduler

Job Summary

At Catholic Charities of Ingham, Eaton, and Clinton Counties, every team member plays an essential role in advancing our mission to serve vulnerable individuals and families with compassion and dignity. As part of our team, you will contribute to a wide range of services aimed at fostering hope, healing, and empowerment within the communities we serve.

The Children’s Home Office Manager & Scheduler supports the mission by ensuring the smooth, efficient, and compassionate operation of the Children’s Home Program. This position provides administrative leadership, oversees daily office functions, and manages the complex scheduling needs of staff, clients, caregivers, and program services. You will be the key organizational hub, maintaining accurate records, supporting program compliance, facilitating communication, and ensuring a welcoming, trauma‑informed environment for children and families.

• 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.

• Education:
  
  High school diploma or equivalent required;
  Associate’s degree in Business Administration, Human Services or related field preferred.
• Experience:
  
  Minimum two (2) years of administrative, scheduling or office management experience; experience in human services or child welfare strongly preferred. Experience working in environments serving children and families is an asset.
• Required Licenses, Certifications and Training:
  Degree or license in a related field.

• Mission‑Driven:
  Demonstrates a deep commitment to the mission and values of Catholic Charities of Ingham, Eaton and Clinton Counties and incorporates them into daily work.
• Collaborative Team Player:
  Thrives in a team environment, contributing positively and working effectively with others to achieve shared goals.
• Solution‑Oriented Problem Solver:
  Proactively identifies challenges and develops practical, innovative solutions to address them.
• Culturally Sensitive:
  Demonstrates awareness and respect for the cultural diversity of both colleagues and…