Office Manager in Walla Walla, Washington at YWCA of Walla Walla

Position Summary: The Office Manager is central to the daily operation of the YWCA of Walla Walla's front office and to the experience of everyone who walks through the door — clients, staff, donors, and community members alike. This position supervises the Office Assistant, tenants, and contracted security officers, while overseeing front desk operations, administrative support for the Executive Director, building access and security systems, and frequent cross-departmental problem-solving. Much of the role's day-to-day work cannot be fully scripted in advance: the Office Manager is regularly called on to troubleshoot novel issues — from key and access-control systems to vendor, facility, and donation questions — that fall outside any single department's ownership. The ideal candidate brings sound judgment, resourcefulness, and a steady, service-oriented presence, and carries out these duties in alignment with the YWCA's mission of eliminating racism and empowering women.

Essential Functions
To perform this job successfully, an individual must be able to satisfactorily perform each of the essential responsibilities listed below.

Front Office Operations & Administrative Support

? Provide professional, welcoming representation of the YWCA to clients, staff, donors, contractors, and the general public

? Oversee day-to-day front office operations, ensuring efficient, courteous service for all who interact with the YWCA

? Manage YWCA correspondence, filing systems, and building-wide communications

? Coordinate ordering and inventory of office and building supplies

? Support Executive Director through coordinating and maintaining meeting and event schedules, supplying workflow and meeting documents, attending occasional meetings and events, and other executive assistance

Problem-Solving & Systems Troubleshooting

? Independently diagnose and resolve operational issues that arise outside of routine procedures, often through hands-on testing and research (for example, configuring and troubleshooting access permissions with physical keys or in the Onity OnPortal key-card system)

? Serve as the go-to problem-solver for issues that don't have an established owner or documented procedure, exercising sound judgment when no vendor or internal contact is immediately available

? Document workarounds and solutions to novel issues so that recurring problems can be resolved more efficiently in the future

? Recognize when an issue requires escalation (e.g., to a vendor, IT, or maintenance) versus a same-day workaround, and follow through on both

Cross-Departmental Coordination

? Serve as a primary point of contact across departments on issues that intersect with the front office, including finance (vendor and payment history questions), security and safety (building access, key systems, incident response, mail handling), facilities and maintenance (contractor coordination, room setups, furniture and equipment logistics), and programs and donor relations (in-kind donations, advocate coordination, event and mailing support)

? Build and maintain effective working relationships with staff across departments to support timely resolution of shared issues

? Participate in ongoing meetings with other staff leaders to stay aligned on cross-departmental priorities

? Manage the OnBoard meeting platform for Board of Director meetings; setup and assist in preparation for board meetings

Staff, Tenant & Security Oversight

? Supervise the Office Assistant, including training, delegation, and performance management

? Provide day-to-day oversight and serve as the primary point of contact for tenants regarding building access, keys, and facility issues

? Coordinate with and provide direction to contracted security officers on building security protocols, incident response, and access management

? Administer and maintain building access and key-card systems (including the Onity OnPortal platform), managing user groups and permissions and resolving access issues as they arise

? Communicate potential physical threats to staff and tenants according to risk level as established by Client Services

Secondary Functions

Secondary functions of this position include:

· Help establish and maintain a welcoming, supportive environment YWCA-wide

· Engage in safety, security and wellness initiatives as needed

· Engage in supporting accounts receivable, donor engagement and stewardship as needed

· Other duties as assigned

Knowledge & Skills

To perform this job successfully, an individual must meet the minimum qualifications listed below. These qualifications are representative of the knowledge, skill and/or ability required to perform this job:

? Ongoing personal commitment to the YWCA mission of eliminating racism and empowering women, with an ongoing commitment to increasing cultural competency

? Ability to work with diverse populations in an outgoing, friendly, equitable, and welcoming manner, and to interact compassionately with people experiencing trauma or crisis

? Strong independent problem-solving skills, including the ability to research and resolve unfamiliar technical or operational issues without established procedures

? Proven ability to build and sustain respectful, effective working relationships across departments

? Excellent planning, organizational, and time-management skills, with the ability to manage multiple concurrent priorities and frequent interruptions

? High level of professionalism, discretion, and confidentiality

? Bilingual in Spanish preferred

? Skill and experience supervising employees and coordinating the work of contractors or other non-employee personnel

? Strong verbal and written communication skills, including the ability to write correspondence and procedure documentation and to present information to groups

? Ability to perform duties with considerable independence of action and decision-making, applying sound judgment in the correct application of policies and procedures

? Comfort learning and administering software systems (e.g., key/access control platforms, databases) through independent testing and research

Education & Experience:

? Significant experience with Microsoft Office programs (Excel, Word, Outlook) and electronic databases

? Experience with general office administration and protecting confidentiality

? Experience supervising staff, with demonstrated leadership and team-building skills preferred

? Experience with multi-line phone systems and general office electronic communications systems

? Or equivalent combination of education and experience

Physical Requirements:

While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear, and to use a computer for extended periods. The employee is occasionally required to lift up to 50 pounds, climb stairs, reach, pull, and bend.

Equipment / Tools Utilized:

Duties of this position will require regular use of these types of machinery, equipment, and tools:

? Office equipment including computers, copiers, and multi-line phone systems

? Building access and key-card management software (e.g., Onity OnPortal)

? Microsoft Office suite and YWCA databases

Environmental Conditions

While performing the essential responsibilities of this job, the employee may experience the following environmental conditions at the frequency indicated:

? Frequent interruptions, including crisis calls and walk-ins requiring a calm, composed response

? Standard office environment with regular use of computers, phones, and copy equipment

? Occasional exposure to emotionally difficult situations, including interactions with individuals experiencing trauma or crisis

NOTE: YWCA of Walla Walla retains the discretion to add to or change the duties of the position at any time.