Office Manager

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about

Time Type:

Summary:
The Office Manager is a key internal customer service manager who supports WAMU operations by maintaining systems and processes to ensure smooth functioning of day-to-day work at the station. This position is responsible for the coordination of all office logistics, front desk management, and sets procedures related to the operation of the WAMU offices at 4401 Connecticut Avenue in cooperation with the Operations team. The Office Manager oversees the physical space in which WAMU staff operate, ensuring a functional and productive environment for staff across all departments. This position plays a key role in managing a trouble ticket queue in support of 90 full-time staff and contractors across a 42,000sf facility, coordinating tasks and following up as necessary to ensure the needs of the WAMU general office environment are being met.

The Office Manager reports to the Managing Director, Finance and Administration and collaborates with other teammates in the Operations team. They provide an important point of contact between the IT, Finance and HR teams. This role is also the primary point of contact with AU Facilities Management and collaborates with the WAMU Operations team to identify and correct recurring issues within the WAMU office environment. Other key AU relationships include AU Public Safety, Aramark cleaning services, and Procurement.

This position helps to bridge operational gaps in coordinating effective facility operations between WAMU teams and parent American University, often acting as the primary point of contact between AU support departments and WAMU.

Essential Functions:
Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions.

1. Internal Customer Support: Promptly responds to all inquiries during work hours and document calls in the company Help Desk system, follows up on open tickets until resolved, and ensures customer satisfaction. Opens subsequent tickets with other AU departments and follows up to completion. Ensure office machines (such as printers and copiers, break room/pantry equipment) are functional and equipped with proper supplies. Contact vendors for repair when necessary. Order and restock all copy rooms with paper and supplies as necessary. Maintains a regularly scheduled walk-through routine of all copy rooms, break rooms, studios, and conference rooms to ensure that all office equipment is functional and properly supplied. Maintains service contracts on equipment as appropriate and routinely follows up with service providers to ensure timely response to repair requests. Maintains the office supply inventory and fields requests for supplies. Proactively checks the pantry cupboards and keeps them organized and disposes of extraneous material in cabinets and on counters. Ensures all pantry cabinets are labeled properly on an ongoing basis and inspects all water coolers on a weekly basis. Places service calls as necessary and follows through to completion. Inspect lower-level machines daily and ensure all are functioning. Works with the procurement team to order stationery, press badges, and congressional access badges for staff onboarding.

2. Internal Events and Facilities Support: Primary owner of space preparation for internal meetings. Prepares rooms for meetings and other events by arranging chairs, tables, and presentation equipment in a professional manner to accommodate a given meeting. Ensures A/V needs are met in coordination with the Technology team. Returns spaces to normal setup after events are completed and requests special cleaning services when required. Coordinates delivery/pickup/cleanup logistics with caterers when required (in coordination with the WAMU department managing the related event). Maintains WAMU storage rooms in a neat and orderly manner and coordinates with stakeholders to dispose of unneeded material periodically. Monitors exterior grounds and garage and communicate with AUFM and AU Police when special attention is required. Maintains secure shredding receptacles and arranges for shredding when needed. Primary coordinator of Loading Dock access/activities. Acquire special trash bins when necessary and arrange for disposal when full. Takes ownership of all gathering spaces, ensuring they are set up properly at any given time and ready to meet the needs of an event or the day-to-day needs of the WAMU staff.

3. Front Desk Management: Reception duties: Responsible for managing the reception desk from 9am to 2pm, M-F, by greeting visitors, ensuring guest consent forms are signed, and providing general information to the public via phone, email, and social media. Answers the main station phone line and directs calls to appropriate department staff. Works closely with the Marketing and Engagement department to maintain updated talking points on station related matters. Responsible for responding to listener feedback emails and assists Member Service Associates in handling donor and listener email responses.
Mail Delivery duties: Sorts incoming and outgoing mail for the station into appropriate staff mailboxes. Logs all incoming checks received in the mail and provides a written log to the WAMU Finance and Advancement team. As needed, incumbent properly stores credit card and cash received in the mail in the WAMU safe. Signs for package and parcel deliveries from AU mail services, US Postal Office, UPS, FedEx and couriers. Makes daily rounds with urgent delivery items. Maintains the mailroom by ensuring it is organized, clean and all mailbox assignments are up to date. Acts as the liaison between other AU tenants (DAR and UCM) and WAMU to ensure mail is delivered timely and accurately to all floors of the building.

4. Other Duties as Assigned: Other duties may include but are not limited to Assistance preparing for internal or external events; Relay information from AUFM Facilities notifications regarding work happening in the building (whether by AU or WAMU staff) to staff at WAMU. Maintaining the WAMU Station vehicles in coordination with AU Facilities management.

5. Personnel Management: Supervises up to 3 part-time front desk receptionists who serve as a backup to the Office Manager.

Supervisory Responsibility:

Competencies:

Position Type/Expected Hours of Work:

Salary Range:

Required Education and Experience:

Preferred Education and Experience:

Hybrid Modality:

Additional Eligibility Qualifications:

Preferred Qualifications:

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite.

Other Details

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email .