Office Manager

Office Manager

Job Title: Manager, Office

Job Summary:

• Job Family: Office Administration & Support
  • Provides daily administrative support including general secretarial and bookkeeping activities such as record maintenance, documentation preparation and dissemination, unit budget management, calendar planning, inventory, and space maintenance to ensure an efficient office.
• Sub-Family: General Office
  • Provides administrative support to an office within a unit, division, program, or department.

Scope of Role:

• Responsibilities:
  • Apply specialized and theoretical knowledge, principles, and concepts of a professional discipline typically acquired through advanced education or specialized training.
  • Resolve issues and significant matters independently using judgment, discretion, creativity, and analytical thinking.
  • Contribute to the development and evaluation of goals and objectives while ensuring legal and policy compliance.
  • May supervise, mentor, or coordinate the work of others, ensuring service delivery, quality assurance, and employee performance.
  • Independently manage or administer programs, processes, projects, or resources.
• Decision-Making:
  • Operate within general guidelines requiring significant interpretation.
  • Solutions require considerable analysis and evaluation of alternatives, with supervision available for unusual situations.
  • Anticipate needs and requirements to resolve non-routine matters.

Primary Duties:

• Provide day-to-day administrative support for a division or department.
• Develop and oversee department-specific procedures for operations, budgeting, procurement, hiring, payroll, IT maintenance, and space planning.
• Design and implement office policies by establishing standards, measuring results, and making adjustments as needed.
• Receive and screen telephone calls and visitors, handling significant procedural matters independently.
• Manage and coordinate unit calendar, ensuring agendas, documents, and equipment are prepared. Schedule and organize complex activities such as meetings, travel, conferences, and departmental events.
• Maintain operational equipment by scheduling preventative maintenance, arranging for repairs, and managing inventories. Evaluate new equipment and techniques.
• Manage supply orders, including research, procurement, and restocking. Handle equipment setup, breakdown, catering requests, and housekeeping for shared spaces.
• Analyze internal processes, equipment, and supplies periodically to implement operational improvements.
• Act as a liaison with other departments and external agencies, including high-level staff. Handle confidential information and explain policies as needed.
• Establish and maintain business records, including developing a filing system, tracking, and retention schedules. Prepare recurring administrative reports.
• Develop and monitor the office/operational unit budget, scheduling expenditures, analyzing variances, and initiating corrective actions to achieve financial objectives.
• Oversee space planning, moves, and equipment changes, including investigating potential property for lease.
• May supervise office staff, including hiring and conducting performance assessments.

Minimum Qualifications:

• Education: Bachelor's degree (related experience may substitute for education).
• Experience: Two (2) years of administrative or business operations experience.
• Supervisory Experience: N/A
• Certification/Licensure: N/A

• Timeline:

  • Start date targeted for January or the beginning of February.

• Schedule:

  • Monday to Friday, 8:00 AM - 4:30 PM with a 1-hour lunch break.

• Parking:

  • Monthly parking pass costs $100.

• Dress Code:

  • Business Casual.

Medix is acting as an Employment Business in relation to this vacancy.