Do you want to join a mission-driven member organization that makes a difference in the U.S. healthcare landscape? Our employees work at the premier radiation oncology membership association. Our Society supports the radiation therapy teams who treat more than one million cancer patients each year.
ASTRO, the American Society for Radiation Oncology, is seeking an experienced Office Manager to join its Administration team. Founded in 1958, ASTRO’s mission is to advance the practice of radiation oncology by promoting excellence in patient care, providing opportunities for educational and professional development, promoting research, and disseminating research results and representing radiation oncology in a rapidly evolving health care environment.
Reporting directly to the VP Finance and Administration, the Office Manager is responsible for managing all day-to-day office operations, equipment, and related vendors at ASTRO’s office. Come learn, grow, and develop with us.
NOTE: This position is located at our Arlington, VA office (National Landing area) and considered an essential position with at least 90% of their time onsite. Additionally, the individual must be able to work during ASTRO’s core business hours and start anytime between 8 – 9am ET.
Major responsibilities and duties:
Liaison to property management and office vendors (landlord, real estate agent, architects, housekeeping, and other service providers).
Maintain office efficiency through planning and implementing office systems, layouts, and equipment procurement
Ensure office systems, furniture and equipment is in good repair and available for staff use. Submit and manage work orders for building and equipment repairs as needed.
Design, implement and monitor office suite access and security processes.
Work with management on the procurement, buildout, and relocation of office space, as necessary.
Ensure ASTRO meets all lease obligations, including accurate and timely rent and lease pass passthrough payments.
Become a subject matter expert on all office equipment and support staff as necessary.
Ensure high quality customer service is delivered to members, customers, visitors, and staff by maintaining ASTRO’s automated phone answering system, ensuring voicemails reach the appropriate staff member, and greeting and directing visitors to the office suite.
Work with stakeholders on the development and communication of office policies.
Manage the collection and distribution of all incoming and outgoing mail and shipping (UPS, USPS, etc.).
Manage, train and support staff and volunteers on ASTRO’s travel tools (SAP Concur and Uber for Business).
Manage organizational storage and product fulfillment needs, processes, and vendor relationships.
Work with stakeholders on the onboarding of new staff. Ensure their workplace and access to office equipment and systems is ready for their arrival.
Manage the inventory and procurement of office, kitchen and equipment supplies. Ensure mailroom and kitchen remain orderly and ready to staff use.
ASTRO Conferencing Space
Direct and coordinate the usage of ASTRO’s conferencing space for organizational events and meetings.
Work with stakeholders to identify conferencing space and event requirements.
Oversee all catering operations, including menus, supplies and catering personnel as necessary.
Coordinate with all inhouse (staff) and external (vendors) resources to ensure event requirements are met.
Provide administrative support for ASTRO’s annual insurance policy renewals.
Develop and manage annual office management and related capital expenditure budget.
Provide office wide administrative support
Manage and assist staff with special projects and events.
Successful candidates will have:
Associates Degree required; Bachelor’s degree in related discipline preferred.
Five years of related experience.
Knowledge, Skills and Abilities
Excellent customer service and communication skills.
Self-management and results oriented – sets well-defined and realistic goals; monitors progress and is motivated to achieve; ability to work autonomously with limited supervision; manages multiple tasks and projects with a high attention to detail.
Critical thinking and problem solving – ability to act in solving problems while exhibiting judgment and a realistic understanding of issues.
Experience in procurement and oversight of office equipment.
Ability to operate and train staff to operate office equipment.
Oral communication (telephone skills) and written communication (letters, e-mail) – ability to communicate information and ideas so others will understand
Proficient in Office 365 applications, including Word, Excel, Teams, PowerPoint, and Outlook.
Results orientation - ability to work at a fast pace, determine priorities, and meet critical deadlines.
Working Conditions/Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.
General office conditions
The employee frequently is required to stand, walk, and reach overhead using their hands and arms. On occasion, they will be required to climb or balance; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds, with equipment if necessary. Specific vision abilities required by this job include close vision, distance vision, and ability to focus.
Overnight business travel required approximately ~5% of the time (Annual Meeting, once per year).
This role might be right for you if…
You are service oriented and have a passion for organizing, planning, and supporting others
You are creative, imaginative and a team player
Consider yourself a tech enthusiast.
Ability to quickly learn and apply new processes or technologies in office settings
Curiosity; drive for continuous improvement and development of new skills
Excellent written and verbal communication skills
Ability to prioritize and multitask effectively; strong project management skills; can meet and manage multiple deadlines working both independently and on a team; highly detail-oriented
Self-starter, self-motivated and able to work independently
Strong interpersonal skills. Ability to connect well with people and work in a collaborative manner
ASTRO offers a competitive salary and excellent benefits package which includes:
Flexible work arrangements (schedule will be based on business needs)
Medical, dental and vision insurance, majority company paid
The American Society for Radiation Oncology (ASTRO) is an organization of approximately 10,000 member physicians and scientists served by a staff of 80 in Crystal City, VA. The association is designed to disseminate the results of scientific research, promote excellence in patient care and provide members with opportunities for educational and professional development. ASTRO offers an attractive array of benefits, including medical and dental/vision coverage, short- and long-term disability and life insurance, as well as paid time off, a 401(k) program, flexible spending accounts, flexible work arrangements, commuter benefits subsidy and a business casual office environment.