Job Description

_ COORDINTES WITH_

Technology and Information Management Team, VP of Strategy & Operations, Chief Finance Officer, VP of Resource Development, Executive Office, Building Engineers, Boston Office Manager

_ PURPOSE OF THE POSITION_

The Office Administrator will provide general facilities upkeep in the Washington, DC office to ensure efficient delivery of services to staff, guests, and sublessees. They will provide light administrative support to designated executives.

PRIMARY RESPONSIBILITIES

Facilities Management (80%)
•Responsible for the overall day-to-day administration of the DC office operations.
•Oversee general office upkeep and manage all building requests for maintenance or issue support.
•Be the first point of contact for subleases and manage these relationships with the highest quality customer service.
•Coordinate with Technology Information Management (TIM) team to ensure maintenance and operational functionality of rooms and designated office equipment, including the multi-function photocopier, printers and AV equipment.

•Keep office secure by tracking external guests through an online guestlist, manage and occasionally test security system, track the front door camera, working with building concierge and security guard to vet guests. Update security system database with new and departing employees and issuing building access fobs.
•Support key meetings and events (e.g. Board meetings, organization’s major events, or specific team events) ensuring conference rooms are in working condition and ready for use, and being onsite to troubleshoot issues with technology, working with the TIM team.
•Ensure the President’s office is clean, tidy, and with equipment ready for use.
•Adhere to the office emergency protocol, and lead in evacuation procedures.

•Desk support: Ensure desks listed for employee Hot Desking have the full set up and remind staff to clean after use. Assign desks to staff requesting full -time office presence and assist new hires when needed.
•Manage incoming mail, packages and deliveries. Serve as office contact with shipping and supply vendors.
•Manage specific vendors and process vendor payments.
•Ensure a sustainable and green environment through ordering recyclable/ecofriendly office and kitchen supplies.
•Perform other duties as assigned.

Administrative Support (20%)
•Provide light calendar management and scheduling support for several executives.
•Process expenses and support travel logistics.
•Perform other duties as assigned.

POSITION EXPECTATIONS

•Will stay abreast of professional standards, trends, and issues affecting this set of responsibilities, demonstrating continuous learning of the field.
•Will work effectively and collaboratively in support of building a team-based, problem-solving work culture treating all persons with dignity and respect and will be familiar with and committed to Oxfam America’s mission, values and goals.
•Will have a fundamental understanding of gender justice and diversity within key areas of responsibility and a commitment to promoting gender justice, racial equity, and diversity in our workplace and programs.
•Within key areas of responsibility, will have a commitment to and be accountable for activities contributing towards a safe and accountable workplace environment, projects and relationships for staff, partners and the communities we serve.

Target Hiring Range: $35.00 - $40.00 per hour

Qualifications

_ EDUCATION_

•Some college or advanced studies preferred, including certifications in related field(s)

_ EXPERIENCE AND CORE COMPETENCIES_

•0-2 years administrative experience in an office environment, preferably in a non-profit setting.
•Excellent customer service skills, courteous, professional, articulate, and helpful.
•Ability to communicate effectively, orally and in writing.
•Ability to set priorities, handle multiple tasks simultaneously and work independently.
•Ability to handle sensitive and/or confidential information appropriately.

•Ability to problem solve, pay attention to detail and good at time management.
•Working knowledge of PC computer technology, including Windows and Microsoft Office Suite.

PREFERRRED QUALIFICATIONS

Additional Information

Oxfam America is a Gender Just organization and an equal opportunity employer. We have a zero tolerance policy for any sexual harassment, exploitation, and/or abuse. We welcome all persons to apply and do not discriminate. We take measures to prevent discrimination against any employee or job applicant on the basis of race, color, gender, national origin, age, religion, creed, disability, veteran's status, sexual orientation, gender identity or gender expression.

We are an E-Verify employer.

For more information, please click on the following links:
E-Verify Participation Poster: English / Spanish
E-Verify Right to Work Poster: English | Spanish