Manager, Administrative Services

Manager Administrative Services

The Patient-Centered Outcomes Research Institute (PCORI) is an independent nonprofit organization authorized by Congress in 2010. Its mission is to fund research that will provide patients, their caregivers and clinicians with the evidence-based information needed to make better-informed healthcare decisions. PCORI is committed to continually seeking input from a broad range of stakeholders to guide its work.

Position Summary:

Reporting to the Director Workplace Solution and Meetings Management, the Manager Administrative Services supports the strategic direction and management of Patient-Centered Outcomes Research Institute (PCORI) real property, space planning, emergency preparedness framework; conference, meetings, and travel coordination, sustainability commitment framework; and shared administrative services and support. They will support the Director and Associate Director with short-and long-term strategic planning for the Unit and will take the lead in evaluating, recommending, and implementing new innovative business processes to support an inclusive physical and sustainable infrastructure to support a hybrid work environment, health, and wellness.

The Manager Administrative Services will oversee the Unit's operational processes' effectiveness, ensuring that the policies and procedures provide the highest customer satisfaction and outputs in real property management and sustainability, occupational health and safety services, and the logistical support for PCORI-related hybrid (in-person and virtual) meetings and events in the meeting space within the physical office space and Conference Center.

The Manager Administrative Services must have strong managerial skills with the ability to work independently and as a team member. They are detail- and customer-oriented professionals responsible for developing and leading initiatives, managing the day-to-day operations, and assuring successful implementation of projects. Excellent and timely customer service is key.

The Manager Administrative Services will also identify training opportunities and programs to increase the productivity and efficiency of the staff.

This position is based in Washington, DC and requires onsite work, with some flexibility for hybrid work.

Job Duties and Responsibilities:

Leadership

• Oversee, plan, and coordinate for real property management, occupational health and safety services, and sustainability.
• Support the development of the Workplace Solutions and Meetings Management annual procurement plan and budget.
• Ensure adherence to PCORI's policies and procedures, including safeguarding organizational effectiveness through developing and implementing strategies, policies, and procedures to support the organization's hybrid meeting environment.
• Oversee vendor contracts and service agreements related to real property management, occupational health, and safety service; review and approve all invoices and apply appropriate billing codes.
• Manage small-medium projects concurrently, including timelines and deliverables.
• Collaborate with the Director and Associate Director to develop, recommend and implement a customer service action plan based on best practices and performance-based management principles to enhance customer service levels.
• Manage, monitor, and track key performance indicators and metrics to capture key data, trends, and customer satisfaction for real property management, occupational health and safety services, and sustainability.
• Assist the Director and Associate Director in the development, updating, and coordination of Unit policies and guidelines.
• Direct the new hire onboarding and offboarding process.
• Hire, train, develop, coach, and provide guidance to Unit staff.
• Coach, challenge, and support to enhance overall team effectiveness and performance.
• Works collaboratively with Departments, Divisions, Unit, and cross-functional teams.

Real Property Management and Sustainability:

• Oversee PCORI's physical spaces (e.g., conference center, offices, etc.) by creating and maintaining welcoming and inclusive spaces that support the workplace.
• Direct PCORI's sustainability planning, focusing on enhancements to physical office space, waste reduction, transit, and energy conservation.
• Oversee operational finances, fixed assets, construction, and space planning.
• Direct the 'organization's mobile device equipment and service plans.
• Manage and ensure best practices are used to order and maintain inventory levels for stationery, office and beverage supplies, and equipment purchases.
• Ensure the cleaning and housekeeping maintenance are performed per the terms of the office leases.
• Manage security and video surveillance (e.g., procedures, ID badge, and security breaches) systems and protocols.

Meeting and Event Services:

• Oversee logistical (e.g., catering, visitor, and meeting space management, room set up, etc.) support for hybrid meetings and events onsite.
• Work closely and collaboratively with the Conference Services team on the planning and execution of onsite meetings and events; anticipate needs and handle them while maintaining appropriate etiquette and a high level of customer satisfaction.

Occupational Health and Safety Services:

• Manage in collaboration with the Director and Associate Director OSHA safety, evacuation, and emergency response plans; and ensure compliance with all requirements.
• Manage Workplace Safety Coordinators and serve as a member of the Crisis Response Team.
• Oversee training and certifications (e.g., OSHA, AED, first aid, CPR) for Workplace Safety Coordinators and workforce members.
• Respond to various emergencies and crisis situations as needed.

Other Duties

• Participates in various training/informational events to keep abreast of industry trends related to facilities management sustainability, customer service, and OSHA regulations.
• Participates in ad hoc committees and work groups at the request of the Director.
• Other duties as assigned.

Incumbent(s) in this position may be required to perform other duties and special assignments not specifically stated above.

Statements outlined in this section are designated as essential job functions in accordance with the Americans with Disabilities Act of 1990.

Required Skills:

• Demonstrates a strong ability to conceive and write creatively for various audiences.
• Experience developing, managing, and implementing operations processes, broad communications, and hybrid events.
• Strong people skills, including negotiating, influencing, and persuading.
• Critical thinker with demonstrated necessary thinking skills. Results-driven.
• Experience with Adobe Acrobat, Microsoft Office suite Excel, Word, PowerPoint, MS Project, and Outlook and Sharepoint preferred.
• Experience with Eptura Engage, Avigilon Alta, Office Space, Asset Panda, Concur

Competencies/Skills

• Leadership Takes measures to minimize internal and external barriers that may affect the work and success of the department and organization.
• Strategic Thinking Develops strategies to achieve team and organizational goals.
• Integrity Maintains confidentiality.
• Planning/Organizing Develops program goals and objectives.
• Problem-solving Uses reason and logic to develop and implement alternative solutions to problems.
• Analysis Integrates findings from qualitative and quantitative data into project plans and operations.
• Decision-making Makes timely, relevant, and evidence-based decisions both independently and in the team setting.
• Continuous Quality Improvement Assesses the use of evaluation findings for improving policies, programs, and services.
• Communication Speaks clearly, listens effectively, and responds well to questions.
• Client and Customer Focus Understands customer perspectives and needs.
• Financial Planning Prepares proposals and manages projects within the current and projected budgets and staffing levels.
• People Skills - Motivates personnel for the purpose of achieving department and organizational goals.
• Teamwork Exhibits objectivity and openness to others' views.
• Professionalism Treats others with respect and consideration regardless of their status or position.
• Adaptability Adapts to changes in the work environment.
• Willingness to Learn Seeks continuous learning opportunities.
• Initiative Looks for and takes advantage of opportunities.

Required Experience:

• Bachelor's Degree in a business operations environment or equivalent work experience.
• Minimum of 7+ years' experience in business operations, and travel industry and hospitality management
• Minimum of 5+ years of management/supervisory experience, including the ability to motivate, lead, set objectives, and manage performance.

Compensation and Benefits

Salary Range: $1