Office Manager

PNRI is looking for an Office Manager to lead a variety of functions that are foundational to creating a welcoming, inclusive, and well-organized office experience for PNRI staff and visitors. This highly visible position develops, implements, manages, and maintains the processes that support the institute’s office operations. 

The Office Manager is responsible for oversight of day-to-day office activities ensuring efficiency through the design and implementation of office policies, standards, and procedures. The successful candidate will have a minimum of three years of successful experience in office management and at least two years of experience directly managing direct reports.  This position requires strong writing, communication skills, budget review & management success, as well as demonstrated detail orientation, collaboration, and project management skills, with an emphasis on outcome measurement. The successful candidate and their team will support the Board of Trustees, senior leadership, and scientific faculty. Demonstrated problem solving skills are critical to success, as well as taking initiative and ownership over the role and responsibilities. The successful candidate will have a verifiable track record maintaining confidentiality of sensitive data, is well-organized, and a team player with a high level of work integrity and ethical standards.

Why PNRI?

Not only do we have a long and distinguished history, but we are also a relevant part of the future in genetic research. 

Our institute offers a diversity in science; and continues to expand.

Our PI’s are committed to finding opportunities for their labs to collaborate in their pursuit of genetic research to improve human health. 

PNRI is building a team and a community dedicated to contributing scientific advances to improve the health of all people.

What you will do:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Design and implement office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Ensure office efficiency by assigning & monitoring clerical/administrative functions including but not limited to maintaining common areas, handling correspondence, managing file systems, and overseeing supplies and equipment.
• Oversee day-to-day office activities including reception and keep management informed regularly via performance reports.
• Achieve financial objectives through effective management of the office G&A budget, scheduling expenditures, analyzing variances, inventory, schedule, and source general office and F&B supplies, and supervise budget purchasing from PO to reconciliation, and ensuring accurate & timely reporting.
• Provide direct administrative support as needed, including scheduling appointments, meetings & events, booking travel, mailing & shipping packages, and updating contacts database & employee directories.
• Execute, oversee, and become the point of historical reference for the business services document management system, including defining procedures for the retention, protection, retrieval, transfer, and disposal of records, as assigned.
• Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, coordinate food deliveries when requested and manage contract & price negotiations with office vendors, as assigned.
• Partner with the Director of Operations in the management of space/infrastructure planning (i.e., moves, additions, changes to workstations), office condition maintenance, and provide answers, resources, and solutions when requested for office management issues (e.g., stationery and business cards).
• Partner with HR to update and maintain office policies as necessary.
• Assist in the onboarding process for new hires.
• Plan in-house or off-site activities, like employee events, conferences, and Board of Trustees meetings.
• Provide administrative support to the Board of Trustees, senior leadership, and scientific faculty, including, but not limited to, professionally and discretely managing correspondence, calendars, directories, databases, and files, scheduling meetings, and recording meeting minutes, as well as compiling, organizing, and editing documents and reports, as directed.
• Handle enquiries and requests and act as the administrative point of contact between executives and internal/external clients.
• Manage and develop admin/clerical staff (i.e., Front Office Coordinator) through recruiting, selecting, orienting, training, , coaching, counseling & disciplining employees, and planning, monitoring & appraising job results while ensuring senior management receives regular team activity and performance reports.
• Oversee the day-to-day activities performed by the admin/clerical team and ensure staff accurately report work and PTO hours and receive coverage for rest and meal breaks.
• Ensure office efficiency by performing and assigning admin/clerical functions, including, but not limited to maintaining and monitoring communal areas.
• Ensure adherence to business services policies and procedures and work jointly with senior management in the development and implementation of adjustments and new standards.

What you bring:

To perform this job successfully, an individual should be able to demonstrate the requirements listed below which are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• High School Diploma or equivalent; Bachelor’s degree a plus.
• A minimum of three (3) years of successful experience in office management; previous experience with a research institute or non-profit organization desired.
• A minimum of two (2) years of experience directly managing/overseeing employees required.
• CAP, PACE, CBOM or Office Manager Certification from NACPB a plus.
• Demonstrable written and verbal communication skills to effectively and professionally communicate and collaborate with a wide range of stakeholders, including scientists, Board of Trustees members, and executive leadership.
• Proven ability to thrive in a team environment and work collaboratively.
• Established and verified track record of a high level of attention to detail, a high degree of accuracy and timely follow-through.
• Demonstrated ability to work independently and a track record of success with multi-tasking, goal setting, and workload prioritization.
• Proven intermediate+ knowledge of Microsoft Office, SharePoint, Canva, office machines (i.e., copiers and postage machines) and meeting scheduling tools (i.e., Outlook, Zoom, Bookings and/or Calendly).
• Demonstrated ability to maintain confidentiality of sensitive data, information and files including, but not limited to, Board of Trustees information.
• Established and verified success with navigating change and adjusting to new tasks, procedures, or policies as office needs change.
• Experience in a nonprofit environment a
• Experience with Intacct software

PNRI is committed to creating a diverse environment and all qualified candidates are encouraged to apply.

How to apply:

Want to be a part of the team at PNRI? Please complete and submit the application form on our website.

The annual base salary for this position is from $55,000 to $70,000 and the wage offered will be based on experience and qualifications.

PNRI requires vaccination for COVID 19 as a condition of employment. Please see www.pnri.org for more information.

About PNRI:

PNRI is an independent, nonprofit, biomedical research institute with a distinguished history of contributing scientific advances to improve health. We believe genetic research holds untapped potential to improve human health. PNRI pursues an unanswered question in the field of genetics: what keeps people healthy in the face of genetic and environmental risk? At PNRI, our culture encourages originality, risk-taking, and interdisciplinary collaboration.

PNRI is an equal opportunity employer. PNRI does not, and will not, discriminate against any applicant or employee on the basis of race, creed, ancestry, color, religion, sex, gender, gender identity/expression, sexual orientation, national origin, citizenship status, mental or physical disability, age, genetic information, veteran status, marital or family status, family or medical care leave, pregnancy or related condition (including childbirth and/or nursing), political affiliation or any other characteristic protected by state or federal law or local ordinance. We believe diversity, equity, inclusion, and belonging is not only good business, it’s the right thing to do.

https://pnri.org/careers/office-manager/