Operations / Administration Office Manager
Job Description
OVERVIEW OF THE POSITION
SCORE’s Office Manager will ensure the smooth functioning of SCORE’s physical and virtual offices in support of the organization’s priorities to improve student achievement in Tennessee. Reporting directly to the Senior Director of Operations, the Office Manager will be responsible for managing or supporting day-to-day internal business operations, including office management, IT, HR, and events. In addition, this position provides critical administrative support across the entire SCORE team as needed, including direct support to SCORE’s Executive Assistants and Leadership Team.
KEY RESPONSIBILITIES
Technology
• Support team members in ensuring the physical space, materials, and technology are ready to support virtual, hybrid, and in-person meetings
• Manage relationship with external Managed Service Provider (MSP) including troubleshooting problems with laptops, printers, and phones as needed
• Manage SCORE’s physical assets through activities like purchasing, transfer of custody, and disposal
• Keep all technology assets physically organized and inventoried through a tracking system
• Ensure team members are operating as securely as possible in partnership with the MSP
• Serve as the organization’s Office 365/SharePoint lead by working with the MSP to ensure it is configured to our needs
• Plan and conduct best practice training regarding Office 365 and SharePoint to ensure the team is using the tools as efficiently as possible
• Serve as a Salesforce administrator to support team member training and ongoing maintenance of the organization’s Salesforce environment
Office Management & Support
• Answer, screen, and forward incoming calls as the point person to manage the main office phone
• Welcome guests and visitors when they arrive at SCORE offices as the point person to lead the office experience
• Monitor office supply levels, field supply requests, and order supplies to support team members working from the office and from home
• Regularly organize shared spaces like the supply closet and kitchen to ensure these areas are clean, tidy, well-stocked, and support the work of the organization
• Resolve travel booking issues by working with the organization’s third-party travel vendor
• Monitor organizational materials on hand and, in partnership with the communications team, reorder as needed
• Manage the organization’s global contact list, including updating and maintaining the CRM system, exporting address lists, and supporting mailings and event invitations
• Manage relationships with vendors, including an off-site storage facility, UPS/FedEx, third-party IT provider, and copier supplier
• Support the organization’s relationship with the John Seigenthaler Center as it relates to day-to-day office management, including recycling, office temperature, and building maintenance
• Pick up mail from the central building location and deliver to the team as necessary
• Manage all subscriptions and licenses to ensure they reflect current needs
Human Resources
• In partnership with the Director of Events and Senior Director of Operations, schedule and support the execution of events and experiences for team camaraderie such as birthday and life event celebrations and welcoming new team members
• Enter payroll on a biweekly basis for full-time and part-time team members
• Enter PTO into payroll system and, in partnership with the Director of Operations and Vice President of Finance and Operations, answer inquiries from team members
• Support ensuring that new team members are set up for success prior to their first day, including email setup, technology setup, keycard access, building/office tour, and desk setup
• Support Senior Director of Operations, Director of Talent, and hiring managers in advertising open full-time, part-time, and contract positions
CANDIDATE REQUIREMENTS
This role requires a great deal of flexibility, the ability to manage multiple priorities, a positive and support-focused team orientation, and a commitment to supporting the work of the organization. The Office Manager must be a problem-solver who is also able to work in close and productive collaboration with SCORE colleagues and external partners. Additional candidate requirements are:
• Proven experience working effectively in a fast-paced office environment
• Excellent written and verbal communication skills, including telephone and videoconferencing skills
• Problem-solver with a commitment to working creatively to find solutions
• Strong command of and interest in technology
• Two-plus years working with Microsoft Office 365
• Experience with Salesforce preferred
• Demonstrates commitment to SCORE’s mission and core values
SCORE is committed to providing opportunities for professional growth by providing team members with feedback and opportunities to grow in their work.
COMPENSATION
SCORE offers a competitive salary commensurate with experience.
BENEFITS
SCORE deeply values team members and their well-being and is proud to offer a comprehensive benefits plan. All full-time SCORE employees are eligible for benefits, including:
• Medical insurance, including access to a high-quality network with SCORE paying for most medical coverage costs; dental insurance options; vision insurance options; employer-paid disability, life insurance, and EAP benefits; access to Flexible Savings Accounts (FSA) and Health Savings Accounts (HSA) benefits
• Eligibility for participation in a 401K program with employer match after 90 days of service
• Paid parental leave time, including paternity, maternity, and adoption leave, available after six months of service
• Paid time off, teamwide mental health and no-meeting days, holiday office closures, and paid floating holidays
• Free on-site parking
