Assistant Office Manager, Finance and Administration Department : District of Columbia

Assistant Office Manager
Finance and Administration Department

Washington, DC Office
 

The Position
The Union of Concerned Scientists (UCS) is an independent national nonprofit working to solve some of our planet’s most pressing environmental and safety problems. UCS combines technical analysis, effective organizing and advocacy to create innovative, practical solutions for addressing global warming, advancing sustainable food and agriculture policy, promoting clean energy and transportation, fighting misinformation and reducing the threat of catastrophic nuclear war.

Are you organized, professional, reliable, a terrific scheduler, unafraid of technology, and great on the phone? Would you like to apply your skills to an organization that’s making a difference in the world? Join our administrative team and support the operations of the UCS office in Washington, DC. Your duties will include managing the front desk, and providing assistance to the office manager. As the first point of contact with the public, this position handles calls from the press, UCS members and activists, UCS partners, and representatives of elected officials.

Responsibilities

• Ensures professional telephone and front desk coverage, and greets visitors to the Washington, DC, office.
• Orders monthly office supplies and tracks supply usage. Receives packages, unloads, and stocks supplies. Opens all routine office invoices and prepares purchase records for various vendors.
• Manages all security cards including fitness center access forms and keys, and bicycle storage access.
• Maintains workroom supply inventory, orders office supplies for workroom, and for staff as necessary.
• Maintains the lobby area, conference rooms, and mailroom in a neat and well-organized condition.
• Assists the Office Manager with maintaining storage areas, publication inventories, and other office areas.
• Provides administrative support for the Office Manager for the smooth running of the office when the Office Manager is not available.
• Works with the external IT vendor, serving as a point of contact when a vendor needs on-site assistance. Connects desktop workstations or laptops with a docking station, changes printer cartridges; reboots PCs, router, firewall, and other devices, with phone support from the vendor.
• Monitors conference room reservations and helps resolve reservation conflicts. Manages the large conference room, including providing technical support for video conferencing.
• Maintains inventory of loaner IT equipment. Receives and secures new IT equipment until installation. Reports and coordinates new hires and employees leaving service to external IT vendor.
• Ensures all office equipment is running smoothly.
• Responsible for office moves and relocations as well as assembling office furniture and small office supplies.

Qualifications and Experience
A minimum of three to five years of comparable and relevant experience as a program, administrative assistant, or office manager is required. This position also requires self-motivation, good interpersonal skills, attention to detail, critical office management and listening skills, tact, diplomacy, and the ability to effectively resolve issues. Intermediate-level skills in Office 365 and video conferencing programs and equipment, web research, and database usage are preferred. A bachelor’s degree is preferred.

Demonstrated strong oral communication and customer service skills with a wide variety of audiences are critical for this position, along with the ability to follow instructions accurately. Applicants should have strong administrative and organizational skills and the ability to work independently and as part of a team.

At UCS, comparable training and/or experience can be substituted for degrees when appropriate.

UCS is an equal opportunity employer continually seeking to diversify its staff. In particular, we’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive. We’ve adopted this commitment because we believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities. We are actively seeking people who bring diverse backgrounds and perspectives to join us in this work.

Compensation, Hours and Location: This is a full-time position based in UCS’s Washington, DC office. For those who meet all position requirements, the salary is around $47,500 annually. UCS offers excellent benefits and a rewarding work environment. Information about the organization is available at http://www.ucsusa.org

To Apply: Please submit a cover letter, résumé, salary requirements, and how you learned about the position via email to jobs@ucsusa.org and include “Assistant Office Manager” in the subject line. Email materials in Word or PDF format only. No phone calls, please. Deadline: September 5, 2018, or until filled.

Let’s block ads! (Why?)

Job Posting Courtesy of UnionJobs.com