Office Manager

Job Locations
US-DC
Type
Regular, Full-Time
Job Category
Office/Support Services
ID
2021-4725
State/Province
DC

Overview

Now in its second century, Audubon is dedicated to protecting birds and other wildlife and the habitat that supports them. Audubon’s mission is engaging people in bird conservation on a hemispheric scale through science, policy, education and on-the-ground conservation action.  By mobilizing and aligning its network of Chapters, Centers, State and Important Bird Area programs in the four major migratory flyways in the Americas, the organization will bring the full power of Audubon to bear on protecting common and threatened bird species and the critical habitat they need to survive.  And as part of BirdLife International, Audubon will join people in over 100 in-country organizations all working to protect a network of Important Bird Areas around the world, leveraging the impact of actions they take at a local level.  What defines Audubon’s unique value is a powerful grassroots network of approximately 450 local chapters, 120 campus chapters, 17 state and regional offices, 34 Audubon Centers, Important Bird Area Programs in 50 states, and 700 staff across the country. 

 

 

Position Summary

This position will be part of the COO’s Delivery Office and will be responsible for all day-to-day operations of the Audubon DC and support the NYHQ office. In addition, this role will provide project management support for projects across Audubon. 

 

This position will report to the Senior Director, Delivery at Audubon. This position will be located at our Washington DC office with at least 80% on-site.

Essential Functions

Project Management:

  • Plan, implement, monitor and closeout projects on-time, within budget and expected scope ensuring high-quality deliverables.
  • Create project management deliverables during the project, including detailed project plans, status reports, closeout reports, etc.
  • Set up the project team structure with clear roles and responsibilities
  • Facilitate status meetings with team members and stakeholders clearly documenting and following up on discussions, risks, issues, decisions, and action items
  • Manage risks and issues proactively
  • Provide Delivery Office dashboard updates on a regular basis.
  • Create relationships with project team members to ensure positive project outcomes.
  • Apply generally acceptable and project management approved methods and practices
  • Apply analysis skills to identify and document requirement needs to continuously improve current business processes.
  • Ensure that elements of equity, diversity, inclusion and belonging principles and values are incorporated in the Delivery Office projects.

Office Management:

  •  Care for Facilities of the DC office. Local point person for Real estate decisions. Liaison to property management. Overseeing visitors.
  • Manage the organization of the office and handle building/maintenance issues as they arise.
  • Facilitate employee engagement (field local surveys, office communications, plan office events)
  • Responsible for developing and communicating office policy
  • Assist with the set-up of new employees in the DC office.
  • Manage incoming and outgoing mail in DC
  • Manage all DC office contracts in compliance with Audubon policy, including coordination with the national office as necessary.
  • Inventory and order office supplies
  • Manage office budget.
  • Serve as point of contact for office vendors and National support staff colleagues.
  • First point of contact for office IT issues. Supported by IT colleagues.
  • Serve as the office financial point of contract for Audubon’s DC Office:
  • Work closely with National staff to ensure that bills are paid on a timely basis and that invoices are coded correctly in Audubon’s Online Invoice System to reflect the type of expense, the nature of the work, and the grant or funding source (as necessary).
  • Assist in sending invoices to others, and tracking receivables.
  • Maintain and ensure receipts for purchasing card activity are organized, received and approved for each and every item in the office through the Purchasing Card Reconciliation system.
  • Other duties as requested.

Qualifications and Experience

  • Bachelor’s Degree or equivalent experience required.
  • At least 3 years of experience in project management.
  • Exceptional organizational ability, attention to detail and a can-do attitude are essential.
  • Ability to work autonomously with limited supervision, as well as part of a small team.
  • Excellent customer service and communication skills.
  • Critical thinking skills and a problem-solving attitude.
  • Must be self-motivated, dedicated to accomplishing the task, able to take initiative and resolve problems.
  • Must have knowledge of computers, including experience with accounting, word-processing, spreadsheet, social media platforms, Microsoft Suite and database applications, desktop publishing and editing.
  • Must have good telephone/zoom rapport.

EEO Statement

The National Audubon Society is a federal contractor and an Equal Opportunity Employer (EOE). All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We are committed to a policy of nondiscrimination, inclusion and equal opportunity and actively seek a diverse pool of candidates in this search.

Accessibility Statement

The National Audubon Society endeavors to keep our careers site accessible to any and all users.  If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Accommodations@audubon.org. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

COVID Policy

Beginning September 15, 2021: Audubon requires all staff either to provide proof of being fully vaccinated or, if they cannot provide such proof for any reason, to wear a mask while working indoors, including in all Audubon facilities and offsite, and while working outdoors in situations where they cannot maintain social distancing. In addition, at this time and until CDC recommendations change, all staff in counties the CDC identifies as having “substantial” and “high” COVID transmission ratesmust wear masks indoors (unless alone in a closed office) and outdoors in situations where they cannot maintain social distancing regardless of vaccination status. 

 

This policy covers national and state offices, centers, and sanctuaries, as well as Audubon employees working offsite. Should you be selected for this position, you will be asked to acknowledge you have read the above policy and provide your vaccination status.

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