Office Manager

About the Organization
At the South Side Healthy Community Organization (SSHCO), we believe in transforming health and scaling new models of care to build a stronger, more vibrant, and empowered community. We are a key partner in a collaborative of 13 healthcare organizations on Chicago's South Side, all united by a single mission: to improve the health and well-being of our community.

If you are guided by our core values of Integrity, Collaboration, Communication, Accountability, and Respect, we invite you to join us. We are looking for individuals who want to be part of a movement that prioritizes community needs and ensures a healthier future for all.

SSHCO provides a comprehensive suite of benefits designed to promote a well-balanced lifestyle for our employees, including medical/dental/vision insurances, a 401(k) with company match, paid time off, and tuition benefits. These benefits are designed to be affordable and competitive, helping you with your well-being, financial security, and career advancement.

Req Number
ADM-26-00001

Category
Administrative

Position
Office Manager JD

Open Date
3/20/2026

Exempt/Non-Exempt
Exempt

Pay Range
$65K - $70K

Full-Time/Part-Time
Full-Time

Work Modality
100% on Site

Shift
Days

Description


Position Summary:

The Office Manager serves as the operational anchor for SSHCO's administrative headquarters, maintaining a secure, reliable, and high-performing environment that enables our team to improve the health and well-being of the South Side community. This role ensures that our internal office infrastructure remains compliant, resilient, and fully supportive of both immediate and long-term organizational goals.

This is a fully on-site position that requires a consistent physical presence Monday - Friday from 8:00 AM - 5:00 PM to manage office operations, coordinate with building security, and uphold safety protocols.

Reporting to the VP of People & Operations, this role serves as the primary administrator for office security, facility logistics, and the daily employee experience. We seek a proactive, reliable professional who can seamlessly blend high-level office administration with hands-on facility management, ensuring our environment embodies SSHCO's core values of integrity, communication, collaboration, accountability, and respect. The successful candidate will be a key contributor to organizational excellence by maintaining the physical and operational standards required for our mission.

Key Responsibilities:

To perform this job successfully, an individual must be able to perform each essential job function satisfactorily. Reasonable accommodation may be provided to enable individuals with disabilities to perform essential duties.

Facility Safety, Security & Office Operations

• Serve as the primary administrator for physical access control to the office (access badges), ensuring strict adherence to "no tailgating" policies and managing immediate deactivation/activation protocols for staff, visitors, and/or contractors.
• Own the end-to-end visitor experience, ensuring all guests sign in at the office reception, receive visitor passes, and return them upon departure.
• Serve as the primary operational point of contact for building security and the property manager to coordinate elevator access, facility repairs, and safety protocols.
• Ensure no visitor is left unescorted within the office and that all contractors or vendors prominently display badges while on-site to maintain a secure environment.
• Act as a core member of the Emergency Response Team and the primary Floor Warden for the office floor, maintaining mass notification lists and executing business continuity protocols during drills or active incidents.
• Maintain organized records of visitor logs, badge access reports, and safety drills.
• Hold office-specific third-party vendors (cleaning, minor repairs, and equipment) accountable to Service Level Agreements (SLAs), ensuring tickets are resolved within 24 hours or as defined in agreements.
• Identify and manage unauthorized visitors or individuals violating conduct policies, coordinating with building security or leadership for removal and reporting as necessary.
• Proactively communicate office-related updates and building regulations to staff and leadership to ensure a seamless and safe daily employee experience.

Hybrid Workplace & Technology Operations

• Manage the daily logistics of a dynamic hybrid workforce, including oversight of the desk reservation system and resolving daily space conflicts.
• Serve as the on-site operational liaison for digital signage content, troubleshooting hybrid conference room AV, and assisting staff with time clock enrollment.
• Oversee and maintain office equipment (printers, copiers, furniture), troubleshooting issues and ensuring resources meet staff needs.

Office Administration & Financial Operations

• Manage day-to-day office administration, including mail distribution and reception, ensuring a visually appealing environment that reflects SSHCO's professional standards.
• Proactively manage office supplies and inventory, optimizing procurement to drive cost-effectiveness and support the operational budget.
• Process invoices and expense reports with meticulous attention to detail, ensuring timely payment and managing vendor contracts for favorable terms.
• Provide administrative support as needed to the People & Operations Executive team (VP & Director levels), including calendar management, travel arrangements, and backup support for the CEO/COO.

Culture, Community & Communications

• Lead the operational onboarding experience for new hires, including the issuance of security badges, workspace assignment, and orientation to office safety and technology protocols.
• Serve as a central point of communication, ensuring employees are aware of relevant updates, events, and safety protocols.
• Proactively cultivate a collaborative environment that embodies SSHCO's values of integrity, communication, collaboration, accountability, and respect.
• Organize team-building activities, celebrate employee achievements, and foster positive morale through an inclusive work environment.
• Implement sustainable practices, including initiatives to reduce waste, conserve energy, and promote recycling in alignment with our mission.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of this position. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field.
• Minimum of 3-5 years of experience in an office management or facilities role, with a proven track record of reliability and consistency in a professional environment.
• High emotional intelligence with the demonstrated ability to enforce safety and security policies (e.g., visitor access, "no tailgating") with firmness, confidence, and diplomacy.
• Proven experience managing third-party office vendors and holding them accountable to high-performance standards and Service Level Agreements (SLAs).
• Demonstrated success managing the logistics of a dynamic hybrid workforce, including desk reservation systems and hoteling protocols.
• Advanced proficiency in Microsoft Office 365 (Teams, Excel, Outlook) and comfort learning new platforms. Experience with mass notification systems (e.g., Regroup) and workspace booking software is a plus.
• Ability to act as the primary on-site operational resource, including troubleshooting hybrid conference room AV, assisting with hardware setup, and supporting biometric timeclock enrollment.
• Solid experience with financial administration, including mindful procurement, budget tracking, expense reporting, and accurate invoice processing.
• Working knowledge of facilities management principles, workplace safety protocols, and office security best practices.
• Exceptional written and verbal communication skills, with the ability to adapt to changing priorities and interact effectively with diverse stakeholders ranging from building maintenance staff to executive leadership.
• A genuine passion for SSHCO's mission to improve the health of the South Side community and a commitment to living our values of integrity, communication, collaboration, accountability, and respect.

EOE Statement
SSHCO is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We provides equal employment opportunities to all employees and applicants without regard to race, color, creed, ancestry, national origin, citizenship, sex or gender (including pregnancy, childbirth, and pregnancy-related conditions), gender identity or expression (including transgender status), sexual orientation, marital status, religion, age, disability, genetic information, service in the military, or any other characteristic protected by applicable federal, state, or local laws and ordinances.

Equal employment opportunity applies to all terms and conditions of employment. Our hiring and employment practices are based solely on job-related criteria and qualifications, and we strive to ensure that all employees and applicants are treated with respect, fairness, and without bias. We promote an environment where every team member can thrive, contribute their best, and reach their full potential.

If you require reasonable accommodation during the application process or throughout your employment, please contact us at [email protected]. We are dedicated to providing the necessary support to ensure equal access and opportunities for all individuals.

This position is currently accepting applications.