Administrative Operations Manager

Location

Bethesda, MD | United States

Job description

The Foundation for Advanced Education in the Sciences (FAES), Inc., is an entrepreneurial non-profit organization, located at the National Institutes of Health (NIH) in Bethesda, Maryland, which conducts advanced educational programs and activities to promote the productivity and attractiveness of professional life on the NIH campuses. FAES programs complement the work of NIH in accomplishing its mission of research and training in the biomedical sciences and FAES seeks to continue to create and sustain cutting-edge programming in all operational areas. We operate three retail locations on the NIH campus and provide limited housing for members of the NIH community and affiliated organizations.

Position Description: The Administrative Operations Manager will manage the office operations, actively participate in sustaining a healthy and active team culture and work environment, and actively support the various daily and weekly operations tasks and projects for both internal and external-facing relationships. The candidate must have the ability to work and collaborate both as a part of a small team and in partnership with all members of the organization. An ability to effectively manage timelines, schedules, and budgets for multiple projects is a must. This position reports directly to the Director of Administration, although the CEO will often direct projects and tasks.

This position is highly visible and will serve as a front-line liaison between the NIH community, vendors, and staff. The role demands extraordinary interpersonal skills with the ability to interact effectively with all levels of staff, management, and internal/external customers using tact, courtesy, and discretion.

Responsibilities including, but not limited to:

• Facilitate the administrative operations of the organization, including front desk customer service, setup, and maintenance of office equipment (computer equipment, peripherals, copiers, printers, etc.), tracking office supplies inventory and budget, maintaining electronic and paper records, handling maintenance issues, and providing administrative support as needed.
• Manage and perform day-to-day office operations, workflow, and guidance to ensure the smooth running of the office under the supervision of the Director of Administration.
• Manage front desk staff members' tasks to ensure the smooth and adequate flow of information to facilitate other business operations. Recruit, train, and supervise all front desk associates and provide ongoing coaching and guidance to ensure maximum efficiency.
• Work with the Director of Administration to maintain staff and vendor contact lists, email, and software permissions; monitor and report staff and departmental requests for tools, services, and applications to ensure efficient use and redundancy of resources.
• Establish electronic and paper filing systems for the office that permit the quick retrieval of information as needed. Maintain all physical and electronic files, including contain correspondence, reports, expenses, proposals, and miscellaneous items. Maintain confidentiality of records. Ensure that all staff can quickly retrieve stored information.
• Provide administrative support to members of the Senior Leadership team as needed.
• Support the planning and executing of internal and external events including meeting room set up, audio/visual setup, and food and beverage selection setup. This responsibility sometimes requires after-hours support.
• Assist with onboarding of new hires by sending new hire candidates documents for background check through the National Institutes of Health, liaise with NIH leadership, Administrative Officers, and employees throughout the process.
• Oversee and resolve NIH badging and issuance requirements for new and existing staff.
• Coordinate on campus parking for new hires
• Work with the Director of Administration on partnership inquiries from NIH, coordinate collaboration efforts and activities within the NIH.
• Manage staff and budget assigned for partnership and sponsorship events.
• Manage marketing and website contractors and activities to ensure accurate and consistent messaging, and content development. Manage all associated projects and budgets. Work with departments and staff to implement and manage organizational website content for consistency.
• Work with administrative team to produce monthly reports.
• Support team members and visitors in a variety of ways, prepare workspaces for visitors and staff, train team members on how to operate office equipment and tools.
• Other duties as assigned.

Qualifications:

• Strong relationship-building, engagement, collaboration, and customer service; adept at problem-solving and dealing with diverse and complex internal and external stakeholders.
• Must have excellent interpersonal, oral, and written communication and presentation skills to interface with all levels of management, associates, and vendors.
• Must have excellent decision-making, problem-solving, creative thinking, organizational, and coordination skills.
• Excellent interpersonal, phone, and written communication skills. You must be able to work directly with internal and external stakeholders and communicate effectively and professionally.
• Highly resourceful team player who can also be extremely effective independently.
• Highly organized, detail-oriented, and able to prioritize effectively.
• Proven ability to handle confidential information in a trustworthy and professional manner.
• Knowledge and experience in supervision and management
• Great attention to detail and strong written and verbal communication skills are required; a recent writing sample is required.
• Solid Proficiency and experience in Microsoft Administration 365 (Word, Excel, PowerPoint, etc.) and Adobe Acrobat, Microsoft Teams, and Zoom.
• Must be able to pass an NIH background check to be employed at FAES.

Physical Activity Requirements: Must possess mobility to work in an administration setting and to use standard administration equipment, including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry boxes weighing up to twenty-five (25) pounds, and be seated for extended periods.

Job tags

Salary