Office Manager
Title: Office Manager
Office: National Offices
Location: New York, New York, United States
ABOUT THE JOB
The ACLU seeks a full-time position of Office Manager in the Business Operations and Support Services (BOSS) Department of the ACLU’s National office in New York, NY.
The Business Operations and Support Services department, in the office of the Chief Operating Officer, works to enable organizational and operational effectiveness by partnering with ACLU staff across the enterprise to develop business solutions, training, physical space planning, facilities operations, capital projects and evaluation of operations to maximize resources, mitigate risk, ensure accessibility, and achieve the organization’s strategic goals.
Reporting to the Associate Director of Facilities Operations, the Office Manager will be responsible for ensuring all staff and visitors have an exceptional experience at the ACLU National New York Office. They will act as a partner and liaison to ACLU staff to ensure the office is enjoyable, orderly, and stocked with everything staff need to work effectively. They will work closely with key stakeholders to ensure an exceptional experience for staff and visitors to the NY office through new and evolving office management initiatives and programs. The NY office is the headquarters for National ACLU staff and serves over 350 National staff members across 5 floors in a Class E building located in Lower Manhattan.
RESPONSIBILITIES
- Responsible for ensuring all staff have an exceptional experience in our New York Office, including innovating new ways to meet the evolving needs of staff and the organization
- Manage office amenities programs including free snacks, beverages and lunch programs
- Place orders and maintain inventory of snacks and beverages in each pantry. Prepare reports on usage statistics of items ordered
- Place orders for and manage distribution of office lunch program. Prepare reports on consumption of lunches. Update company intranet with lunch menu schedule
- Manage and adhere to amenities budgets
- Manage centralized office supply program, check and maintain adequate stock of office supplies, approve staff orders for supplies, and prepare reports on office supply usage
- Manage areas of office maintenance
- Ensures the ACLU office overall is well maintained and stocked, tidy, pleasant, and has an enjoyable atmosphere, especially in communal areas and conference rooms
- Ensures office environments is inclusive and accessible by design
- Partners with facilities operations staff and departmental operational leads to address office environment issues and concerns and implement improvements
- Assist with management of FacOps conference room calendars
- Assist with staff move management, partnering with human resources and information technology departments on individual and department moves, additions and departures
- Partner with Operational personnel within each department to improve staff experience
- Manage visitor access to the NY office
- Supervise Receptionist and serve as back up for receptionist duties
- Utilize the Zendesk ticketing system to manage and respond to staff requests per formalized procedures and practices
- Prepare weekly space utilization reports
- Represent FacOps in onboarding orientations
- Vet and submit operational invoices for payment through NetSuite
- Assist with development and implementation of safety procedures and serve as a team member on the Emergency Response Team
- Prepare FacOps updates to newsletters
In addition to:
- Engage in special projects and other duties as assigned
- Center principles of equity, inclusion, and belonging in all work, embedding the values in program development, policy application, and organizational practices and processes
- Commitment to the mission of the ACLU
- Demonstrate a commitment to diversity within the office using a personal approach that values all individuals and respects differences in regards to race, ethnicity, age, gender identity and expression, sexual orientation, religion, disability and socio-economic circumstance
- Commitment to work collaboratively and respectfully toward resolving obstacles and/or conflicts
EXPERIENCE & QUALIFICATIONS
- Commitment to a customer-service-based support philosophy which involves consistently going above and beyond to ensure satisfaction, fostering a positive and responsive environment
- Demonstrated experience in office management and administration, including office logistics planning and implementation and inventory management
- Experience in emergency response and life safety protocols
- Demonstrated project management skills
- Demonstrated experience with support ticketing systems
- Excellent communication skills with demonstrated ability to build strong relationships
PREFERRED QUALIFICATIONS
- A minimum of 5 years of office management or directly related experience
- Exceptional organizational skills and project management skills with ability to manage multiple projects simultaneously
- Ability to reach overhead, in front of to move or transport items weighing 50 pounds or more across the office for various needs
- Ability to position oneself, ascend/descend or move/traverse inside of office to mange various office management needs
- Strong proficiency in Microsoft Office (Advanced Excel)
- Strong mathematical and analytical skills
COMPENSATION
ABOUT THE ACLU
The ACLU dares to create a more perfect union – beyond one person, party, or side. Our mission is to realize this promise of the United States Constitution for all and expand the reach of its guarantees.
For over 100 years, the ACLU has worked to defend and preserve the individual rights and liberties guaranteed by the Constitution and laws of the United States. Whether it’s ending mass incarceration, achieving full equality for the LGBTQ+ community, establishing new privacy protections for our digital age, or preserving the right to vote or the right to have an abortion, the ACLU takes up the toughest civil liberties cases and issues to defend all people from government abuse and overreach.
Equity, diversity, and inclusion are core values of the ACLU and central to our work to advance liberty, equality, and justice for all. We are a community committed to learning and growth, humility and grace, transparency and accountability. We believe in a collective responsibility to create a culture of belonging for all people within our organization – one that respects and embraces difference; treats everyone equitably; and empowers our colleagues to do the best work possible. We are as committed to anti-oppression and anti-racism internally as we are externally. Because whether we’re in the courts or in the office, we believe ‘We the People’ means all of us.
The ACLU is an equal opportunity employer. We value a diverse workforce and an inclusive culture. The ACLU encourages applications from all qualified individuals without regard to race, color, religion, gender, sexual orientation, gender identity or expression, age, national origin, marital status, citizenship, disability, veteran status and record of arrest or conviction, or any other characteristic protected by applicable law. Black people, Indigenous people, people of color; lesbian, gay, bisexual, transgender, queer, and intersex people; women; people with disabilities, protected veterans, and formerly incarcerated individuals are all strongly encouraged to apply.
The ACLU makes every effort to assure that its recruitment and employment provide all qualified persons, including persons with disabilities, with full opportunities for employment in all positions.
The ACLU is committed to providing reasonable accommodation to individuals with disabilities. If you are a qualified individual with a disability and need assistance applying online, please email benefits.hrdept@aclu.org. If you are selected for an interview, you will receive additional information regarding how to request an accommodation for the interview process.
The Department of Education has determined that employment in this position at the ACLU does not qualify for the Public Service Loan Forgiveness Program.
The ACLU is an non-profit, non-partisan organization of people who believe in the power of action. We are united by the quest – “We the people dare to create a more perfect union.” Whether in the courts, statehouses, Congress or communities, we ...
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