Position Summary:

KFF is a nonprofit leader in health policy analysis, polling and survey research, and health journalism. Its mission is to fill the need for trusted information on national health issues. KFF serves as a nonpartisan source of facts, information, and analysis for policymakers, the health care community, and the public.

Working closely with KFF’s DC Office & Barbara Jordan Conference Center (BJCC) Manager, the Assistant Office Manager has a diverse scope of administrative responsibilities and is an essential contributor to the daily operations of KFF’s DC office and meeting facilities. This job requires exceptional organizational and time management skills and the ability to move regularly throughout the office. The candidate must have superb communication skills to coordinate activities with the Office Manager, and to comfortably interact with executives, staff, and guests professionally.

Principal Duties and Responsibilities:

• DC Office
  • Assist with the day- to-day operation and administration for the office.
  • Work with Office Manager to develop policies and procedures for office.
  • Handle accounting inquiries and questions regarding office expenses, general office supply budget, and resolving any billing issues with vendors.
  • Assist with managing all office supply ordering to include general office supplies, snacks, beverages, water, and emergency supplies.
  • Manage upkeep, organization and stocking of copy center, kitchen, lunchroom, pantry, and fitness center.
  • Point of contact for all office/administrative services with vendors to include equipment service.
  • Assist with managing staff parking - general upkeep of “DC Parking” calendar.
  • Manage Kastle Systems key distributions for office keys and garage clickers to include working with facilities manager for distribution of building keys to staff.
  • Manage plant services and maintenance with contractor for inside and outside the office.
  • Manage the upkeep and replacement of office furniture and repairs with facility manager and order replacement chairs, lamps and other small office equipment as needed.
  • Assist with practicing and developing emergency planning procedures to include the upkeep and ordering of replacement supplies for staff “Emergency Go Bags.”
  • Safety Coordinator for DC Office
  • Monitor weather and emergency situations in DC affecting the city and OPM closings.
  • Practice and organize with Safety Floor Monitors to assist staff in emergencies.
  • Coordinate First AID and safety training for Safety Floor Monitors
  • Maintain general emergency supplies in office (radios, first aid kits, water)
  • Print, distribute and create maps and safety information for emergency preparedness and plans for evacuation.
  • Prepare Welcome Packets for onboarding new staff to include office tour.
  • Coordinate with IT office setup and technology training for new staff.
  • Assist as needed with catering orders for staff lunches to include, planning and setup from beginning to end.
  • DC Holiday Party Coordinator-Plan, execute date, work to get budget approval, organize committee, find facility, and execute contract.
  
  

• Barbara Jordan Conference Center (BJCC)
  • Assist with coordinating and managing external events in the Barbara Jordan Conference Center (BJCC) as needed.
  • Determine event set-up requirements and schedule resources. Coordinate requirements with relevant staff, which may include furnishings, audio visual, and printed and graphic materials.
  • Schedule external and occasional internal events for BJCC and 9th floor conference rooms.
  • Perform routine checks of BJCC to ensure furniture and fixtures are in good shape scheduling repairs when needed.
  • Schedule pre-event walkthroughs and provide day-of support.
  • Give tours of the facility and share facility descriptions and policies for use.
  • Work with KFF Communications to update conference center information on KFF.org.

Required Qualifications:

• Authorization to work in the United States.
• Punctuality and reliability, essential.
• Excellent communication and interpersonal skills.
• Must be able to communicate professionally with KFF staff, press, media and Board members, dignitaries, and government officials.
• Accuracy and timeliness in fulfilling responsibilities.
• Self-starter, resourceful, and disciplined to work independently and as part of a team.
• Ability to organize an assorted workload and set priorities. Willingness and ability to work proactively to keep KFF offices and conference center functioning smoothly.
• Outstanding attention to detail required.
• Good computer skills, including Windows, Microsoft Word, Outlook calendars, and the Internet.
• Willingness to work flexible hours occasionally when conferences, receptions and meetings in the conference center take place early morning on weekday nights or weekends.
• Occasional heavy lifting, bending, standing and reaching, and sitting for extended periods.

This full-time position will be based in KFF’s Washington, DC office, located downtown near Metro Center. This position will work in the office 4-5 days a week.

Compensation:

KFF provides a compensation package that is competitive and commensurate with experience and qualifications.

The annual salary range for the Assistant Office Manager position is between $70,000 and $80,000 annually. Offers are based on the candidate's years of experience and our practice of upholding salary equity within the organization.

How to Apply:

If this position is of interest to you, and you have the requisite experience and qualifications, please click the button to apply.

KFF has an efficient applicant review process and will contact candidates who have applied for this position and whose qualifications most closely fit the criteria for the job. No phone inquiries please.

KFF requires all employees to be up to date on their COVID-19 vaccinations.

It is the policy of KFF to actively promote a diverse and inclusive workplace in every respect, and to provide equal employment opportunities to all qualified applicants and employees in every phase of employment without regard to race, color, religion, national origin, gender, gender identity, gender expression, sexual orientation, age, marital status, disability, veteran status, political affiliation, arrest or conviction records, or other categories protected under the law.