Office Manager

Location: Tucson, AZ (in-person)

Type: Full-time

Reports to: Associate Director

Compensation: $50,000/year

About Us

Founded in 1973, Ability Dogs of Arizona is the oldest ADI-accredited service dog organization in the country and one of the fastest growing. We work across three pillars: service dog training, facility dog training, and public pet training. Based in Tucson, we also serve clients in the Phoenix and Las Vegas areas. Our owner-train model puts handlers at the center of the process from day one, and our team is small, mission-driven, and deeply committed to the people and animals we serve.

The Opportunity

The Office Manager is the first voice people hear when they contact Ability Dogs of Arizona, and the operational backbone that keeps everything running behind the scenes. You will handle a wide range of responsibilities: inbound communications, donor records, certifications scheduling, daily office logistics, and CRM administration. You will interact with clients in emotional and sometimes difficult circumstances, so composure and warmth under pressure are as important as organizational skill.

This role sits at the center of our organization. You will work alongside leadership, support program staff, and represent us to donors, clients, and the public every day. As Ability Dogs continues to grow, this role has real potential to expand in scope and responsibility.

Responsibilities

• Serve as the primary point of contact for inbound calls, voicemails, and contact form inquiries
• Manage difficult or emotionally charged conversations with professionalism and patience
• Handle internal program communications for the assistance dog team
• Draft and send donation thank-you notes, tax letters, and donor acknowledgment correspondence
• Administer Salesforce CRM and maintain accurate donor and contact records
• Coordinate certifications and recertification scheduling in partnership with the training team
• Manage calendar and organizational scheduling across the team
• Oversee day-to-day office and facilities operations
• Prepare board meeting minutes
• Support intern onboarding and ongoing coordination

Qualifications

• 2+ years in office administration, nonprofit operations, or a related role
• Strong written and verbal communication skills, including the ability to hold your own in difficult conversations
• Experience managing high-volume inbound communications
• Comfort with Google Workspace and ability to learn new software quickly
• Salesforce experience or demonstrated interest in CRM systems
• Ability to manage competing priorities in a small, fast-moving organization
• Genuine interest in the Ability Dogs mission

Who Thrives in This Role

You bring energy to the room. Our office is small and our work is meaningful. We want someone whose presence lifts the environment, and is warm, engaged, and genuinely interested in the people around them.

You can hold your own when a conversation gets difficult. Whether someone is upset, anxious, or needs twenty minutes to get to the point, you stay grounded, warm, and in control of the interaction.

You ask good questions. You make sure you understand the goal before diving in, and you’re not afraid to flag something that seems off.

You solve problems without waiting for permission. When something breaks or falls through the cracks, you figure it out, document it, and tell someone when it matters.

You’re curious about systems. You should be the kind of person who gets interested in a database rather than intimidated by one.

You generate ideas. If you see a better way to handle something, we want to hear it.

Health, dental, vision, IRA match, PTO, and paid holidays

English required; Spanish proficiency strongly preferred