Assistant Office Manager and IT Point of Contact

  • Union of Concerned Scientists
  • Cambridge, MA, USA
  • Oct 15, 2018
Full time Other-Not Specified

Job Description

Assistant Office Manager and IT Point of Contact

Finance and Administration Department

Union of Concerned Scientists

Cambridge, MA

 

The Position

The Union of Concerned Scientists (UCS) is an independent national nonprofit whose scientists and engineers work to solve some of our planet’s most pressing environmental and safety problems. UCS combines technical analysis and effective organizing and advocacy to create innovative, practical solutions for stemming the tide of global warming, sustainable food policy and agriculture, energy and transportation, fighting misinformation and reducing the threat of catastrophic nuclear war.

 

The Finance and Administration department at UCS works to support the organization’s overall mission and each of its 230 staff members and is critical in ensuring that the daily operations of UCS run smoothly. The team is seeking an Assistant Office Manager and IT Point of Contact for the busy UCS headquarters office in Cambridge.

 

Under the supervision of the Cambridge Office Manager, this position is responsible for ensuring professional telephone and front desk coverage for the Cambridge office—and other UCS offices when necessary—during business hours. The right candidate will also assist the Office Manager on a wide variety of tasks to keep the office running smoothly, which requires the ability to work on multiple assignments at the same time, to meet deadlines, and to be flexible with changing priorities.

 

Summary of Responsibilities

The essential job duties/responsibilities of the position are included in but not limited to the information listed below.

 

        Front Desk and Office Management

  • This position reports to and provides critical backup for the Cambridge Office Manager.
  • Handles calls from the press, UCS members and activists, the public, UCS partners, and representatives of elected officials.
  • Tracks, inventories, orders, transports, and stocks supplies. Routinely compares pricing among various vendors for office supplies and equipment.
  • Assists, trains, and supports staff with tech equipment, including managing audio/video in conference rooms.
  • Monitors conference room reservations and helps resolve reservation conflicts.
  • Supports Office Manager with the smooth onboarding/offboarding of new and departing employees.
  • Maintains lobby area, conference rooms, and mailroom in a neat and well-organized condition.
  • Receives shipments and provides shipping support to staff.

 

        Technical Support

  • Supports and coordinates with the external IT vendor on a wide range of tasks, issues, and projects.
  • Works closely with the UCS IT Director and IT Engineer, and provides vital input on tasks, issues, and projects.
  • Works with external IT vendor, serving as point of contact when vendor needs someone on site for assistance with rebooting PCs, routers, firewall, or other devices. Assists in setup of desktop and laptop workstations, changes printer cartridges, toner cartridges, and assists in troubleshooting of various office and IT equipment.
  • Maintains inventory of desktops, laptops, loaner IT equipment, projectors, etc.
  • Responsible for the receipt and shipment of new IT equipment to other offices and ensures security of equipment until install.
  • Reports and coordinates new hires, or employees leaving service, to IT Engineer.

  

Compensation, Hours and Location: This is a full-time position based in UCS’s Cambridge, MA office. For those who meet all position requirements, the salary is around $47,500 annually. UCS offers excellent benefits and a rewarding work environment. Information about the organization is available at http://www.ucsusa.org. A listing of all open jobs is available at https://www.ucsusa.org/about/jobs-ucs.

 

To Apply: Go to: https://www.workable.com/j/BB2A58979B and upload a cover letter and resume. Please include salary requirements in the cover letter. Upload materials in Word or PDF format only. No phone calls, please

 

Deadline: November 25, 2018, or until filled.

Occupations

Office Management

Salary

47500

Qualifications

Qualifications and Experience

Bachelor's degree is preferred but not mandatory. Position requires self-motivation, good interpersonal skills, attention to detail, critical office management and listening skills, ability to follow instructions accurately, tact, diplomacy, and the ability to effectively resolve issues. Intermediate-level skills in Office 365 and video conferencing programs and equipment, web research and database usage are required. Position also requires strong oral communication and customer service skills with a wide variety of audiences. Applicants should have strong administrative and organizational skills and the ability to work independently and as part of a team.

 

A minimum of three to five years of comparable and relevant experience as a program assistant, administrative assistant, or within office management is required. This person must be able to move heavy boxes of supplies, printed publications, printers, and computer equipment. Regular office hours may include occasional nights and weekends.

 

At UCS, comparable training and/or experience can be substituted for degrees when appropriate.

 

UCS is an equal opportunity employer continually seeking to diversify its staff. In particular, we’re dedicated to broadening opportunities for individuals from demographic groups that are historically underrepresented in the sciences and in environmental advocacy. We’re also committed to building an inclusive workplace culture where talented people of widely diverse backgrounds can thrive.  We've adopted this commitment because we believe the inclusion of culturally diverse perspectives will improve our work and produce better societal and environmental outcomes for all, including historically disenfranchised communities. We are actively seeking people who bring diverse backgrounds and perspectives to join us in this work.