Office Manager
VOA Chesapeake

Job Info

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The Office Manager will manage the DC-IDD professional and program offices ensuing coordinating office and staff activities in addition to allocating resources to ensure maximal efficiency and to enable task execution. S/he will provide on the job role training, organizing training and orientation of new office members, monitor and establish procedures for office record keeping and ensure the confidentiality and security of data, design and implement office procedures and policies in addition to analyze, monitor internal processes, and monitor and maintain office supplies inventory. The Office Manager will maintain a safe working environment, and coach staff as needed.

The Office Manager will also serve as the Executive Assistant to the Vice-President and may assist the leadership team by providing high-level office support. S/he performs diverse, highly responsible, complex, and non-supervised functions that require recurring contact with the leadership team. Additionally, s/he will coordinate a wide variety of ongoing meetings including logistics, preparation of the agenda, distribution of meeting materials, and accurate and timely meeting minutes. S/he will utilize impeccable prioritization skills to be able to catch potential conflicts and stay ahead of a complex changing calendars and/or Team initiatives. S/he must exercise superb initiative and independent judgment in managing daily office activities.

PRINCIPAL ACTIVITIES:

• Organize meetings, extensive calendaring, organize and book all travel arrangements, travel expense reporting, assist with logistics for major team and leadership meetings and activities.
• Perform primary contact and establish rapport with clients, visitors, and individuals going in and out of the office on a daily basis, assessing needs and purpose of clients and directing them to the proper sources in order to address their concerns.
• Receive and direct telephone calls and at times manage email for the leadership team; ensure relay of conversations and pertinent messages are accurate, clear, and confidential.
• Maintain the executive calendar.
• Provide day to day administrative support for the leadership team. Perform administrative support for the VP, or Senior Leadership Team of VOAC.
• Handle incoming and outgoing correspondence and faxes; dating and stamping all documents as appropriate.
• Examine invoices and prepares check requests for timely payment.
• Manage fleet of vehicles and liaison with facilities, vendors and others as needed.
• Provide relevant documents and updates to the Staff Assistant to maintain an accurate and updated Operations Manual for the Administrative Office.
• Audit of Employee files to ensure all staff are following PCR requirements.
• Assist with onboarding of new hires with sending new hire candidates for FBI background check through DOH.
• Managing Licensure for all IDD through the Department of Health.
• Make sure VOACC keeps records of clean hands, Fire Marshal, and DCA documents for all homes are up to date.
• Make sure all consultant files are in compliance.
• Order office supplies for all DC IDD Homes and Program Office.
• Perform other duties as assigned.

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time.

EFFECT ON END RESULTS:

Leadership Team interactions will be highly organized and well coordinated to ensure optimum use of time.

DC-IDD will have the appropriate materials and information needed in a timely fashion to conduct productive meetings.

The VP and other leadership team members will spend more of their working day addressing difficult challenges and adding maximum value to the organization as much of daily operational/administrative tasks will be effectively handled.

All offsite planning sessions including Senior and Executive Leadership Team retreats/workshops will be mainly focused on accomplishing its objectives as all administrative planning work will be effectively executed to the minutest detail.

OTHER DUTIES:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Office Manager

REQUIREMENTS:

The position requires an Associate Degree/ Bachelor's Degree in Business Management or a related field or at least 3 years experience with demonstrable results as an Executive Assistant. Excellent oral and written communications skills are a must.

Position requires sophisticated organizational and administrative skills, a team-centered approach, judgment, tact and poise and the person in this role must possess excellent interpersonal skills. Duties are highly confidential. Experience with MS Office (Word, Excel, Outlook, PowerPoint) including written/verbal communication with a wide range of people including all levels of staff, board of directors, donors, volunteers, and/or the general public.

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