Senior Manager, Operations & Administration

Position Summary

The Senior Manager, Office Administration is a highly responsible and rewarding strategic role that embodies professionalism, collaboration, creativity, discretion, leadership, and integrity. One that demands a mastery of time management, strong organizational skills, good judgment in a variety of situations, balancing of multiple priorities, and strong written and verbal communication.

In this role, you will lead the operations of two offices (DC & NY) while supporting a disbursed workforce of 80+ employees. This role will also manage one NY based employee.

As We Look Ahead To 2025 And Beyond, We Are On a Transformative Journey. By Joining Our Team During This Pivotal Moment, You Will

• Champion operational excellence by leading and driving initiatives that elevate the performance and outcomes of the Office Administration department and the broader organization.
• Actively engage in shaping the Office Administration department's future by optimizing processes and pioneering innovative practices.
• Act as a crucial connector by aligning resources, ensuring continuous improvement, and operational efficiency and excellence.
  
  

Essential Duties And Responsibilities

• Office Operations: Maintain a clean, organized, and welcoming office environment; manage incoming and outgoing mail; monitor and maintain inventory levels and collaborate across the organization to anticipate needs.
• Budget Management: Manage and tracks IT & Administration Budgets.
• Lease & Space Management: Negotiate and manage office leases, ensuring optimal terms and conditions; coordinate office space planning and utilization to maximize efficiency; maintain accurate records of lease agreements and related documentation; manage space allocations and renovations as needed.
• Vendor & Stakeholder Management: Act as liaison with external vendors and service providers including managed service provider, travel vendors, etc.
• Event & Meeting Management: Manage meeting spaces and organization wide events; manage logistics such as conference room reservations, catering, and/or troubleshooting technology issues before and during meetings; ensure event spaces are fully functional and well-maintained.
• Facilities Management: Collaborate with building management to ensure a best-in-class environment for employees and guests while serving as the primary point of contact for facility-related issues and requests; develop preventive maintenance schedules for office equipment; conduct safety inspections, address hazards promptly, and identify areas for improvement.
• Documentation & Compliance: Maintain accurate records and perform audits as required; create and manage repository of all U4U policies and document retention schedule.
• Policy Development & Implementation: Develop and implement office policies and procedures to streamline operations and enhance workplace efficiency.
• Technology Management: Collaborate with IT support to address all administrative technology needs and manage technology accounts for staff.
• Participate in special projects to enhance office efficiency and contribute to a collaborative office culture.
  
  

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION And/or EXPERIENCE

• At least 8 years of experience in Office Management, Operations or Facilities Management; Bachelor’s Degree or combination of education and experience. Project Management experience required; PMP certification preferred.
• Experience working with a diverse range of stakeholders; Embraces diversity, equity, inclusion and belonging while demonstrating leadership, partnership and teamwork.
• Proficient in Microsoft Office Suite (Word, PowerPoint, Excel and SharePoint).
• Lead projects while motivating team members and promoting a positive office culture
• Demonstrate strong multitasking abilities in a fast-paced environment; Efficiently prioritize tasks and adapt to shifting priorities
• Utilize resourcefulness to troubleshoot and resolve issues promptly
• Effectively manage diverse workloads and perform well under pressure
• Proficient in resolving technology-related challenges; Experience overseeing IT/MSP
• Exhibit strong interpersonal skills for effective communication and collaboration
• Demonstrate exceptional organizational, logistical, and administrative abilities
• Make sound decisions with a focus on integrity and discretion
  
  

WORK LOCATION

Hybrid + Washington, DC + May also involve travel to some locations within the company’s region of operations..

Compensation

$112,783 - $123,104

DISABILITY SPECIFICATIONS

USA for UNHCR will make reasonable accommodations in compliance with the Americans with Disabilities Act of 1990.

USA for UNHCR is an Equal Opportunity Employer. Refugees and all other protected classes are encouraged to apply.