The Simons Foundation is seeking a highly organized and responsible Office Services Supervisor. The position will perform a wide range of supervisory and general office service support. Key to this role is a combination of people management and office related operations. The Office Services Supervisor will manage the office services staff working across all foundation buildings. This position will also oversee the foundation's guest registration process, conference room reservation system, incoming and outgoing mail services, and office supply ordering. This role requires coordination with stakeholders across the organization to assist with day-to-day and long term concerns, including growing meeting room demand and guest registration needs. The Office Services Supervisor must be well versed in Google Suite applications and is required to prepare necessary reports and analysis. The ideal candidate is a positive team player, patient, curious, detail-oriented, creative problem solver, with experience as a people manager who can work independently, manage competing priorities and display sound judgment.This is a full-time position located at the Simons Foundation's offices in New York City. For more information, visit simonsfoundation.org/careers.
ESSENTIAL FUNCTIONS/RESPONSIBILITIES- Supervise the daily activities of three direct reports and provide backup coverage as needed. Maintain workflow, staffing and scheduling to achieve targeted operational results.
- Support senior management in creating annual budgets for the Office Services team.
- Develop strategies to improve front desk and lobby operations and performance. Ensure lobby appearance presents in a manner that is welcoming to guests.
- Oversee guest registration and guest list management; collaborate with staff to develop strategies to streamline registration processes and add new features
- Serve as the primary system administrator of Condeco, the foundation's conference room reservation system. Answer questions concerning space configurations, AV equipment and overall conference center capabilities.
- Run various analytical reports as needed. Collaborate with stakeholders to clean and process data for effective presentation.
- Research alternative support systems for primary responsibilities and present findings to senior management when appropriate.
- Oversee mail process and troubleshoot printer issues, providing efficient and professional support to staff across the foundation.
- Provide necessary updates to the iOffice mail module as well as backup support for all other iOffice modules.
- Oversee supply purchasing for the foundation and review purchasing with the Procurement department on a regular basis.
- Utilize Formstack and Smartsheet to collect guest registration data. Perform integration and updates as necessary.
- Oversee Simons Foundation Administrators' Network meetings and coordinate relevant speakers and information from across foundation teams.
- Maintain staff list in the SF emergency notification system as part of the onboarding and offboarding process.
- Exercise professional judgment to resolve routine operational issues, escalating to senior management as needed.
- Create and maintain documentation on team policies and procedures, including updates and posts to organization-facing policies.
- Assist with special projects and perform any other duties or tasks as assigned or required.
MINIMUM QUALIFICATIONSEducation- Bachelor's degree preferred
Experience- 3-5 years of experience in a relevant role or similar position
- Prior supervisory experience
- Experience working with a nonprofit a plus, but not necessary
Related Skills & Other Requirements- People management
- Must be professional and have superb customer service skills
- Must be empathetic, helpful and highly attentive to time and detail
- Ability to interact with staff and build good working relationships
- Experience managing reception and mail services
- Experience in implementing operational processes
- Strong data-driven analytical skills
- Strong organizational skills and problem-solving abilities
- Ability to manage competing priorities while exercising sound judgment
- Strong computer skills, particularly with Microsoft Applications and Google Suite applications
- Concur Travel and Expense, iOffice, Formstack and Smartsheet or similar systems knowledge preferred
Physical Requirements- Occasionally moving packages weighing up to 40 pounds
- Moving throughout several nearby office buildings to transport supplies, provide support, and assist with mail delivery services as needed
COMPENSATION AND BENEFITS- The full-time annual compensation range for this position is $80,000 to $90,000 depending on experience.
- In addition to competitive salaries, the Simons Foundation provides employees with an outstanding benefits package
REQUIRED APPLICATION MATERIALS - Please submit a resume and cover letter stating your interest in the position.
THE SIMONS FOUNDATION'S DIVERSITY COMMITMENTMany of the greatest ideas and discoveries come from a diverse mix of minds, backgrounds and experiences, and we are committed to cultivating an inclusive work environment. The Simons Foundation actively seeks a diverse applicant pool and encourages candidates of all backgrounds to apply. We provide equal opportunities to all employees and applicants for employment without regard to race, religion, color, age, sex, national origin, sexual orientation, gender identity, genetic disposition, neurodiversity, disability, veteran status, or any other protected category under federal, state and local law.