North Carolina Medical Board ยท 2 days ago
Office Manager
Raleigh, NC
Full-time
Onsite
Mid, Senior Level
3+ years expNorth Carolina Medical Board is seeking an Office Manager to oversee daily operations and manage office resources effectively. The role involves supervising the Operations Support Section, collaborating across departments, and ensuring the smooth functioning of the building and its services.
Health CareHealth DiagnosticsMedical
Responsibilities
Oversees daily operations of the building, supply management, events held in the building, grounds maintenance, and vendor management. Serves as the point of contact for property management company for facilities issues. Liaise with facility management vendors, including cleaning, catering and security services
Manages the day-to-day functions of the Operations Support Section; manages and oversees the work of the Receptionist, Operations Assistant, and Operations Coordinator. Establish work priorities and ensure deadlines are met and procedures are followed
Ability to learn all the functions of the Operations Support team and serve as backup when a team member needs help or is out of the office. This includes daily mail, reception desk, supplies, light equipment maintenance, catering orders, and fulfillment of various requests for reports, among other responsibilities
Ensures the work of various vendors servicing the building is correct and completed timely
Identify inefficiencies and implement solutions to streamline office workflows and procedures
Oversee section responsibilities for Board and Hearing meetings, and other events
Plan and manage office allocations and office moves
Collaborate with the Chief Administrative and Communications Officer to ensure security and emergency preparedness procedures are implemented properly; When there are events that affect the building (weather, power outage, etc.), collaborate with the response team to handle notification and instructions to staff
Develop and implement sustainability and energy efficiency initiatives
Collaborate with other departments to ensure in-office staff and events onsite are supported from a facilities perspective
Responsible for cross-training staff and maintaining sufficient knowledge of Board functions to keep processes and procedures up to date, and re-training staff as needed
Provide back up and/or cover for help desk issues for the IT Director when needed
Leads and manages special projects, including coordinating and overseeing facility improvement and renovation projects
Manage the Vendor Program and Master Vendor List
Responsible for facilities-related budgets and Ops Support section budget
Provide support to the Operations Department as needed, including planning and coordinating team building functions for the Operations Support section
Holds regular team meetings and 1:1 check in meetings individually with each team member
Provide administrative support to senior management and other staff
All other duties deemed necessary by Chief Administrative and Communications Officer
Qualification
Required
Strong communication and interpersonal skills to interface with personnel at all levels
Exceptional organizational skills with attention to details
Proficient with Microsoft Office and strong comfort with learning new software
Excellent customer service skills with awareness of internal and external customer needs
Willingness to be on-call and respond to facility issues outside of regular working hours
Ability to motivate and guide team members while fostering a culture of accountability and excellence
Two-year degree or equivalent work experience required
Minimum of three years of supervisory/ managerial experience required
Minimum of three years of office management and customer service experience required
Preferred
Facilities management experience in an office setting preferred
Budgeting and financial management experience preferred
Certification in office management, administrative leadership, or related fields a plus
Experience in an IT help desk setting a plus
Company
North Carolina Medical Board
North Carolina Medical Board is a health care board agency that regulates medicine and surgery for the benefit and protection of the people.
51-200 employees
Funding
Current Stage
Growth StageLeadership Team
D
David Henderson
CEO
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