Office Manager

6 months ago

Fairfax, United States Commonwealth of Virginia Full time
UVA | Northern Virginia at the University of Virginia seeks applications for an Office Manager to join their team . The Office Manager will play a vital role in ensuring the smooth operation of our Northern Virginia offices: the main office which is a 55,000 square feet space opening in January 2025 and a 6,000 square feet satellite office in Rosslyn . This dynamic position requires a blend of administrative skills, facility management expertise , and a focus on enhancing the in-person experience. This role requires strong organizational skills, attention to detail, community and relationship-building skills, and the ability to thrive in a fast-paced, collaborative environment. The Northern Virginia initiative is an entrepreneurial unit and will address a range of innovative, evolving educational opportunities in the Northern Virginia region and beyond . This position will report to the Executive Director.

Key responsibilities:

Facilities Management:

Oversee the day-to-day operations of the facility, including classroom, office and collaborative spaces, ensuring they are clean, organized, and welcoming for employees, students, and visitors.

Prepare collaborative spaces for meetings. Including ensuring vendors and partners deliver services on time and at high quality.

Coordinate with vendors and service providers for maintenance, repairs, cleaning, and other facility-related needs.

Conduct regular inspections to identify and address any issues with equipment, furniture, or infrastructure.

Maintain users and spaces in our office and desk hoteling system and provide on-site assistance and training to system users.

Program and Event Experience:

Collaborate with the Program team to create a positive and engaging in-office work environment.

Coordinate office events, meetings, and activities ensuring seamless execution and fostering a sense of community.

Act as a point of contact for event inquiries and requests related to office facilities and amenities.

Support on-site client engagement with a professional, service-oriented demeanor.

Administrative Support:

Provide administrative support to executives and staff members, including scheduling meetings, preparing presentation materials, correspondence, and mailings.

Oversee reception desk coverage and provide reception desk coverage when staffing is needed.

Manage vendor relationships and payments.

Strong candidates for this role will have excellent organization and prioritization skills, with demonstrated proficiency in managing multiple tasks simultaneously. The incumbent will be detail-oriented with a high level of accuracy and have excellent written and verbal communication skills. Preference will be given to candidates with experience managing facilities, utilizing desk hoteling software, experience maintaining database records and producing reports, and utilizing design tools (e.g., Canva, Adobe Design Suite) to produce presentation materials.

Required Qualifications:

Education: Bachelor's degree

Experience: Four years of experience

Experience with event coordination and logistics

Excellent written and verbal communication skills

Proficiency with Microsoft Office suite

Preferred Qualifications:

Experience with facilities management - describe what we mean, at uva this means setting up and constructing buildings, landscaping, etc.

Administrative experience supporting high-level leaders

Prior experience with CRM databases and other marketing or event software such as Advance, Marketing Cloud, Eventbrite, etc.

Strong organizational and multitasking skills.

Ability to work collaboratively in a team and independently.

Detail-oriented with a high level of accuracy.

Experience creating presentation materials using tools such as Canva or PowerPoint.

Success in this role requires someone who is action-oriented, has a strong customer focus, savvy interpersonal skills, and the ability to work in a fluid and quickly changing environment.

For additional information about the position, please contact Julie Sara Boyd, Executive Director, .

This position is located in Northern Virginia (Fairfax and Arlington) and will require 100% in-office presence. This is a full-time, 40 hours per week position, operating during regular business hours, but with occasional evenings and weekends required .

The anticipated start date is July 1, 2024. This position is a restricted position and is dependent upon project need, availability of funding and performance. Anticipated Hiring Range: $ 80K-85K commensurate with education and experience. This is an Exempt level, benefited position. For more information on benefits, visit UVA benefits .

This position will remain open until filled. Review of Applicants will begin on May 26, 2024. This position will not sponsor applicants for work visas. The University will perform background checks on all new hires prior to employment.

To Apply:

Please apply through the UVA job board and search for R0061185. Internal applicants must apply through their UVA Workday profile by searching 'Find Jobs'. Complete an application online with the following documents:

CV

Cover letter should include interest in role and how your professional experiences directly relate to the position description.

Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all the required documents will not receive full consideration.

References will be completed via UVA’s standardized process SkillSurvey. Five references will be requested via SkillSurvey during the final phase of the interview process.

For questions about the application process, please contact Ashley Cochran, Senior Recruiter at .

The University of Virginia, i ncluding the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

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