The New York Genome Center is looking for a full-time Office Manager who will have responsibility for general office management, managing subtenants, supplies, security and supporting events. The position reports to the Director, Facilities, EHS and Compliance, and will be responsible for a large volume of varied tasks and office general management and maintenance. This position manages the receptionist and porters.

Job duties include, but are not limited to:

Office Management

• Manage the Receptionist, including day-to-day workflow and work assignments;

• Supervise efficient notification and distribution of deliveries;

• Act as the onsite manager for all porters, including work scheduling and allocation and conflict

  management, in conjunction with the contractor and within union rules;

• Escalate repair issues to engineers;

• Work with Building Manager and engineering staff to ensure all NYGC facilities related activities

  are appropriately coordinated and documented;

• Assist with general office inquiries, building access, keys and back-up security access cards;

• Responsible for short and long term space planning pertaining to new hires and departmental

  relocations, in consultation with HR;

• Partner with IT and HR to manage and implement office moves and staff relocation within

  facilities, including staff/new hires, furniture and scientific equipment, including installing, moving,

  repairing, and removing equipment, furniture, fixtures, appliances, and utilities within the building

• Negotiate contracts and maintenance of contractor and vendor relationships, ensuring quality,

  cost-effectiveness, proper scheduling;

• Oversee parking space assignments;

• Facilitate new hire desk set up;

• Manage electronic/interactive floor plans, update and document employee seating;

• Provide back-up reception coverage for daily lunch breaks, breaks and vacations;

• Attend monthly Building Management Facilities Meetings.

  Subtenant Management

• Responsible for subtenants (JLABS and ONT), ensuring tenant satisfaction, positive relationships, and compliance with rules and regulations;

• Ensure facilities procedures are followed and sundry items are tracked for subtenants;

• Manage subtenant requests including repairs and services;

• Issue quotes as needed for repairs and process invoicing with finance;

• Ensure sub-tenants receive communications from Building Management that may impact their

  operations;

• Ensure licensee agreements and COI are fully executed and uploaded to shared BOX file;

• Conduct JLABS annual reporting to NYS/ESD.

  Office/Pantry Supplies

• Oversee inventory management of office/pantry supplies and equipment in accordance with purchasing policies, procedures and budget;

• Work with accounting to formalize purchasing protocols;

• Conduct monthly submission of Amex reporting for supply orders;

• Manage maintenance of pantry equipment/coffee machines.

  Security

• Manage internal security ID badge creation and access assignment

• Deactivate Building IDs as requested, quarterly update of building list of active IDs;

• Provide card access reports as needed to Director, Facilities, EHS and Compliance;

• Manage Lockbox Key cabinet; create/track all office and file cabinet keys;

• Update Wardens and Searchers as required.

• Ensure implementation of physical security policies and procedures, including incident response.

  Events

• Support all external events hosted by NYGC as needed;

• Liaise with event team and porters for event set-up/taken down;

• Assign porters for clean up of all internal meetings;

• Escalate issues (ie damage and security) to Director, Facilities, EHS and Compliance as needed.

  Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change.

• Bachelor’s degree required;

• 3+ years Office management experience;

• 7+ years administrative or coordination experience;

• Excellent competence with computers and modern communication tools required; a proven

  proficiency with MS Office (Outlook, Word, Excel, PowerPoint) for Macintosh required;

• Time management and organizational skills, with the ability to appropriately balance multiple,

  competing priorities;

• Ability to anticipate needs and take action with minimal direction;

• Excellent verbal and written communication skills;

• Ability to maintain the highest level of confidentiality and to engender trust.

Don’t meet every single requirement? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. At NYGC we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.

Competencies

• Technical and Professional Skills: Consistently demonstrates skills and knowledge relevant for current role; strives to expand the depth and breadth of technical and professional skills; works with a high level of integrity; exhibits focus and discipline; appropriately prioritizes, manages expectations and delivers on commitments.

• Collaborative & Communicative: Models collaboration and teamwork; brings out the best in others; effectively works with all levels, internally and externally; respects and embraces diversity of perspective; communicates clearly and listens carefully; uses good judgment as to what to communicate and when to do so.

• Adaptable & Innovative: Adaptable and embraces change; develops new insights and pursues improvements and efficiency; fosters exchange of new ideas and willing to challenge the status quo; takes initiative and is solution-oriented; engages in work with passion and curiosity.

• Leader and Manager: Attracts, develops and retains diverse talent to achieve outstanding results; encourages professional development, coaches and regularly communicates expectations and feedback; aligns and inspires efforts toward our mission; translates organizational vision into action; responsibly utilizes NYGC’s human and financial resources to ensure organizational and financial health; uses good judgment when making decisions; pushes boundaries and generates new ideas.

Work Flexibility

NYGC has established a flexible work policy to give employees and other staff more ability to balance their work, personal commitments, and commuting challenges. The incumbent in this position is eligible for a flexible work schedule with supervisory approval. This position is required to work onsite 5 days per week.

Salary

The pay range for this position is $81,500 - $110,000 per year; base pay offered may vary depending on job-related knowledge, skills, and experience. In addition, NYGC offers a full range of medical, financial, and other benefits as well as generous time off.

About the New York Genome Center

The New York Genome Center (NYGC) is an independent, nonprofit, academic research organization dedicated to advancing genomic research. NYGC scientists and staff are furthering new approaches to diagnosing and treating neurological diseases and cancer through their unique capabilities in whole genome sequencing, RNA sequencing, state-of-the art analytics, and the development of genomic tools. NYGC concentrates specifically on disease-based research in the following areas: neuropsychiatric disease (autism, schizophrenia, bipolar); neurodegenerative disease (ALS, Alzheimer’s, Parkinson’s, Huntington’s), and cancer.

Located in Lower Manhattan, the New York Genome Center was founded by and remains closely affiliated with the leading academic medical centers and research universities in the New York region, engaging in research projects with and for these institutions. Essential to our collaborative work is an outstanding faculty, whose members typically hold a joint appointment at NYGC and a partner university. They support our scientific mission by conducting independent research in areas of mutual interest to us and the wider scientific community.

Please note: We care greatly about our employees’ wellbeing, so NYGC has moved to a fully COVID-19 vaccinated work environment. You must be vaccinated against COVID-19 to work at NYGC, even if you are working partially remotely. If you are selected to interview for this role, we will explain our vaccination policy (including medical and religious exemptions) and ensure you are comfortable moving forward with further interviews.

Equal Opportunity

Diversity, equity, and inclusion are central to NYGC’s core mission. We strive to create a workplace environment that is welcoming and fair to all regardless of race, ethnicity, gender, sexual orientation, physical ability, or religion. We believe that when people of various backgrounds, life experiences, and perspectives work together in an inclusive and equitable environment we gain new and valuable perspectives that otherwise would have been missed. Valuing and supporting all NYGC employees as individuals while helping them realize their full potential is critical to promoting greater collaboration, innovation, and discovery – fostering a sense of belonging for our greatest strength, our people. We recognize that there is still work to be done that will require sustained commitment from the entire organization.

The New York Genome Center is a VEVRAA Federal Contractor. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, creed, color, gender, religion, national origin, sexual orientation, age, disability, genetic predisposition or carrier status, protected veteran or military status, domestic violence victim status, partnership status, caregiver status, alienage or citizenship status, marital status, or any other characteristic protected by applicable law. NYGC takes affirmative action in support of its policy to hire and advance in employment individuals who are minorities, women, protected veterans, and individuals with disabilities.

FLSA Status – Exempt

This position is not eligible for visa sponsorship or relocation assistance.