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Oct 30, 2017

Now Hiring: Office Manager


Data & Society Research Institute is seeking a dynamic and energetic Office Manager to oversee the smooth operation of the open-space loft office located in the Flatiron district of New York City. This is a full time, early career role that reports directly to the Director of Finance and Administration.

About the Office Manager

The Office Manager [“OM”] is an important member of the Operations team, and supports the entire office and space management. The OM works with all areas of the organization, and helps the institute run smoothly, infuses a light touch and positive attitude into the day-to-day operations, and fuel everyone’s enthusiasm about our collective endeavor. Their energy and passion is a critical part of setting the tone of the space. The OM works closely with staff and cohort okto keep D&S a fun and welcoming place for all of our guests and community members. A sense of humor, enthusiasm, poise under pressure, and flexibility are essential.  The OM is the “go-to person” as people try to navigate our workspace and network. The OM reports directly to the Director of Finance and Administration.

The OM should possess phenomenal communication and people skills, and have a bright, positive attitude. As complex issues frequently arise, the OM is often called upon to put out fires and is comfortable switching gears at a moment’s notice. The OM needs to exhibit excellent organizational skills and a high attention to detail and follow through. The OM operates with purpose, urgency and accuracy, and is a creative problem solver, a team player, a confident self-starter, and a proactive thinker. In order to be successful, the OM must be comfortable prioritizing responsibilities and seeking guidance and feedback from the operations team.

Responsibilities (including, but not limited to):

  • Office administration and systems maintenance
    • Orient new staff, cohort and other members of our network to our office and space policies
    • Oversee seating arrangements and assignments for new staff, campers and other guests; provide standard supplies to staff members; relay cultoural and implicit rules of D&S
    • Manage the office calendar and conference room bookings
    • Maintain the overall cleanliness and appearance of the space, including but not limited to ensuring that the kitchen and common eating areas are clean, dishes are loaded in the dishwasher and the sink is kept clear, ensure that office plants are maintained, periodically check to make sure that restrooms remain tidy during the day
    • Proactively identify maintenance issues and address immediately to the appropriate channels; be the first line of contact for all space related issues
    • Assist with the navigation of office machines (printer, scanner, screens, conference call systems)
    • Supervise temporary office support staff as needed
    • Order and maintain office supply inventory; direct staff to supply containers when requested
    • Implement inventory controls as appropriate
    • Ensure that printers, screens, and other office equipment are working properly
    • Develop and maintain office/space policies and enforcement
    • Communicate office and calendar announcements to staff and cohort (i.e. office closures, upcoming holidays, leakes, maintenance issues, weather issues, etc.)
  • Front desk management
    • Open office each morning and prepare space for the day’s operations
    • Greet guests and visitors, and when necessary, escort them to their meeting rooms and announce guests to hosts; friendly enforcement of guest sign-in on the blackboard
    • Answer general phone calls and emails
    • Accept deliveries, incoming mail, catering, and the like; receive and notify recipients when necessary; route incoming mail to recipients
  • Financial reporting and records management
    • Assist in designing and maintaining proper office records and filing systems
    • Establish, review and monitor our contracts with vendors
    • Perform simple accounting and bookkeeping tasks, including tracking and submitting invoices and expense reports and distributing, tracking, and maintaining petty cash
    • Contribute to the annual operations budget including, analyzing variances, and initiating corrective actions
    • Keep management informed thru updates, spending reports, project summaries, and trend identification
  • Events support
    • Provide assistance with regular weekly and monthly events
    • Organize celebrations for our awesome team
    • Perform miscellaneous duties that contribute to overall team efforts

    Schedule

    Monday through Friday, 9:30am to 5:30pm (with some flexibility to work a bit earlier or later for events, as needed

    Qualifications

    • Bachelor’s degree
    • At least 3-5 years of professional experience required, preferably in administrative roles
    • Strong computer skills including Microsoft Word, Excel, and PowerPoint, familiarity with QuickBooks, Slack, and Asana is a plus
    • Comfortable with technology; able to manage listservs, and provide light tech support for our visitors and guests
    • Knowledge of human resources management practices and business management principles is a plus
    • Ability to lift 20lbs

    Practical Considerations

    • This is not a remote position. You must work full time from the Data & Society New York City office.
    • Annual salary is commensurate on experience, and you will be offered a generous benefits package and paid time off.
    • You must be eligible to work in the United States. We are unable to sponsor visas.

    To apply, please submit the following to [email protected] by November 30, 2017:

    1. A cover letter explaining your interest in this role, how you learned about this opportunity, your background in managing teams and projects in the past, and why you would be a good fit for this position.
    2. Your resume/CV
    3. Please include the name, affiliation, and contact information for two professional references.

    About Data & Society

    Data & Society focuses on the social and cultural issues arising from data centric technological development. We seek to inform and develop frames for discussion of these complex issues both through our own research and through supporting the expansion of a nascent field of actors concerned about these topics.  We want to be a resource, a catalyst, and a convener as new sectors recognize the complexity of the issues and the need for trade­offs when they increase their reliance on data as a tool for management and decision-making.

    We see the field as comprised of researchers, journalists, policymakers, technologists, industry leaders and workers, funders, advocates, and civil society actors. We are committed to helping this field engage substantively, and with an evidence base, in debates over implications arising from the increasing reliance on data at scale to automated decision-making across a range of sectors.

    The work and well-being of Data & Society is strengthened by the diversity of our network and our differences in background, culture, experience, national origin, religion, sexual orientation, and much more. We welcome applications from people of color, women, the LGBTQIA community, and persons with disabilities.