Job Description

RESPONSIBILITIES  

Office Management   

• Greet customers, providing a welcoming environment and serving as an ambassador for the Center. 
• Manage incoming/outgoing mail, shipping, office supply & equipment needs. 
• Prepare daily deposits of checks received by mail.
• Support any office related errands. 
• Work with the Assistant Director of IT to develop, implement and maintain office policy and procedures.  Train and update staff as necessary.  

• Coordinate with Assistant Director of IT on all office equipment and technology needs. 
• Manage relationships with vendors, service providers and price negotiations with office vendors.  
• Support staff with one-time room use scheduling.  
• Provide office orientation and training to new employees. 
• Support Supervisors by creating nametags, office nameplates, fobs, and etc. as necessary for staff.

• Manage the van schedule and key distribution and van policies and procedures.  
• Administer the Key/Fob Distribution, Issuance, and Return processes.
• Supervise any office and data volunteers. 
• Manage the Office SharePoint site, maintain electronic filing systems, ensure current documents are accessible to staff. 
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, and office systems. 

• Manage office management budget, help prepare the annual budget for the office and ensure appropriate and allowable expenditures. 
• Ensure security, integrity and confidentiality of data. 
• Monitor and maintain office supplies inventory. 
• Maintain a safe and secure working environment.  Report any office space repair needs to Maintenance Manager.  

IT Help Desk Support 

• Train staff on how to use and best practices for major applications including:

• Microsoft 365
• VOIP

• First point of contact for staff seeking technical assistance.
• Support and troubleshoot hardware technologies including; desktops, laptops, printers and scanners.
• Creates and maintains E-Mail and Domain Accounts for Staff.
• Assists in maintaining IT Department documentation, inventory, including additions, transfers and surplus of equipment
• Installs, upgrades and troubleshoots software as needed.

• Assists staff and customers with troubleshooting AV needs.

QUALIFICATIONS  

• Minimum of 2 years proven office management or administrative assistant experience.
• Minimum of 2 years help desk/IT Support experience.
• High level of interpersonal skills to be able to develop and maintain relationships and work cooperatively with people from diverse backgrounds and interests.  

• Demonstrated experience with learning quickly and problem solving.
• Strong computer skills: Microsoft Office Suite, web-based databases and social media tools. 
• Ability to multi- task and to prioritize across competing demands. 
• Reliable and detail orientated. 
• Excellent written and verbal communication skills.

• Strong organizational and planning skills.
• Experience communicating policies and procedures.
• Knowledge of business and office management principles. 
• Consistently demonstrate ability to take the initiative to make decisions/choices without direct supervision. 
• Experience with managing an office budget. 

SPECIAL POSITION REQUIREMENTS  

• Ability to work a flexible schedule.

PHYSICAL REQUIREMENTS 

• Frequent physical activity including bending, reaching and walking.
• Ability to work with computers for extended periods of time.
• Ability to work in sedentary positions for prolonged periods of time.
• Occasional lifting of up to 50 pounds.

PREFERENCES  

• Multi-lingual.  
• Related degree or education.