Overview
Position Summary
We seek a compassionate, mission-driven Office Manager to serve as key member of Family Tree Nurturing Center’s leadership team. This leadership position will be responsible for ensuring that the organization’s administrative and operational systems function effectively, efficiently, and in compliance with applicable requirements. The Director works closely with the Executive Director and program leadership to strengthen organizational infrastructure, improve service delivery, manage risk, and ensure that staff have the systems and resources necessary to serve children and families successfully. The ideal candidate will lead with empathy, professionalism, and a genuine commitment to serving vulnerable children and families, ensuring that every operational decision supports Family Tree Nurturing Center’s mission and strengthens the quality, consistency, and compassion of the services we provide.
Duties
Primary Responsibilities
Organizational and Administrative Operations
- Oversee the organization’s day-to-day administrative and operational functions.
- Coordinate office operations, purchasing, records management, technology, facilities, vendors, and administrative resources.
- Support organizational planning, budgeting, bookeeping, contract administration, and strategic initiatives.
- Serve as a key administrative liaison between leadership, employees, contractors, families, community partners, and regulatory agencies.
Administration, Billing and Licensing
- Ensure ongoing compliance with Montana childcare licensing regulations, health and safety standards, staff-to-child ratios, background-check requirements, training requirements, and required documentation.
- Maintain complete and accurate childcare licensing, enrollment, attendance, staffing, inspection, and compliance records.
- Manage administrative requirements associated with Best Beginnings scholarships and other childcare reimbursement programs.
Compliance, Risk Management, and Quality Improvement
- Monitor organizational compliance with contracts, licensing requirements, funding agreements, confidentiality requirements, and internal policies.
- Maintain organized compliance calendars, documentation systems, and reporting deadlines.
- Coordinate quality-assurance reviews and support corrective-action and continuous-improvement processes.
- Review documentation for completeness, accuracy, timeliness, and compliance.
- Assist with audits, monitoring visits, contract reviews, insurance requirements, and regulatory inquiries.
- Identify organizational risks and work with leadership to implement appropriate safeguards and corrective actions.
Billing, Reimbursement, and Financial Administration
- Coordinate billing and reimbursement processes for childcare and other eligible services.
- Ensure that supporting documentation is complete, accurate, and submitted within required timelines.
- Track accounts receivable, denied claims, missing documentation, payment discrepancies, and outstanding reimbursements.
- Work with accounting contractor, program leaders, families, and funding agencies to resolve billing issues.
- Help develop new reimbursement systems and sustainable revenue opportunities.
- Provide operational and financial data to support budgeting, forecasting, grant management, and organizational decision-making.
- Coordinate childcare staff onboarding, required documentation, training records, and administrative orientation.
- Promote respectful communication, collaboration, confidentiality, professionalism, and mission-centered service.
- Provide guidance to employees regarding administrative procedures, childcare requirements, documentation, and compliance responsibilities.
- Serve as a dependable leadership resource when the Executive Director is unavailable.
Family and Community Support
- Communicate professionally and compassionately with families, recognizing that many participants are navigating stressful or complex circumstances.
- Represent Family Tree professionally with funders, regulatory agencies, vendors, community partners, and other stakeholders.
- Support special events, community outreach, resource fairs, and organizational activities as needed.
Qualifications
- Bachelor’s degree in business administration, nonprofit management, early childhood education, human services, public administration, or a related field required.
- Significant experience in organizational operations, administration, childcare administration, compliance, billing, program management, or a related area.
- Experience working in a licensed childcare, nonprofit, social-service, healthcare, or human-services environment strongly preferred.
- Knowledge of childcare licensing, enrollment, reimbursement, documentation, and health and safety requirements preferred.
- Demonstrated ability to manage multiple operational areas, deadlines, regulatory requirements, and confidential information.
- Strong leadership, organizational, communication, problem-solving, and decision-making skills.
- Commitment to Family Tree Nurturing Center’s mission and to serving children and families with competence, compassion, dignity, and respect.
Family Tree Nurturing Center strengthens families and prevents child abuse and neglect through parenting education, home visiting, supervised family services, therapeutic services, early childhood programs, family support, and community partnerships.
Pay: $55,000.00 - $68,000.00 per year
Benefits:
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Relocation assistance
- Retirement plan
Work Location: In person
