Office Manager, Skills Initiative

Office Manager, Skills Initiative

University City District (UCD) is a non-profit, special services district that leverages a unique partnership of universities, health systems, large and small businesses, and community groups to invest in public spaces, address public maintenance and public safety issues, bring life to commercial corridors, promote job growth and innovation, and connect residents to career opportunities; by way of the West Philadelphia Skills Initiative (Skills Initiative). The Skills Initiative is a nationally recognized workforce intermediary. We implement custom talent solutions focused on connecting the City’s talent to opportunities within prestigious companies, organizations, and institutions. Through partnerships with local organizations and anchor organizations, the Skills Initiative creates pathways to employment and fosters economic mobility. The Office Manager at the Skills Initiative is a vital role that ensures the smooth and efficient operation of the office. This position involves managing Skills Initiative-based calendars, coordinating the scheduling of shared spaces, and maintaining overall office functionality. The Office Manager will also act as the first point of contact for visitors and will work closely with building management and security to address any issues and ensure a positive office environment.

Key Responsibilities:

Stakeholder Support

• Reception Duties: Serve as a welcoming and professional point of contact for anyone entering the office suite.

• Inbound Inquiries Management: Manage inbound inquiries via email and phone. Direct inquiries to the appropriate staff person based on their nature and urgency. Follow up on inquiries to ensure timely and accurate responses and resolution.

• Visitor Management: Ensure a smooth flow of people on high-volume interview days, managing guest arrivals and departures efficiently. Prepare guest badges and visitor logs. Ensure all visitors are properly welcomed and arrive at the location of their meeting.

Administrative Support

• Calendar Management: Manage and maintain shared organizational calendars, scheduling meetings, appointments, and events as needed.

• Space Scheduling: Coordinate the scheduling of classroom and convening spaces to accommodate training sessions, meetings, and other events.

• Document Management: Maintain and organize office files, records, and documents. Ensure proper storage and confidentiality of sensitive information.

• Meeting Support: Support the creation of Skills Initiative staff meeting agendas, take minutes, and update Teams channels. Assist with organizing and coordinating internal and external meetings. • Data Support: Provide general data management support to staff, including data entry, preparing reports, and assisting with special projects.

Location Support

• Building Coordination: Liaise with the building manager to address and resolve any facility-related issues or maintenance needs.

• Supplies Management: Order and maintain office supplies, ensuring that all necessary materials are stocked and available. Monitor inventory levels and place orders as needed.

• Security Coordination: Work with building security to ensure they are informed of all guests entering the premises and their visit times. Ensure compliance with security protocols. Coordinate with University City District’s public safety team for special events.

• Access Management: Manage keypad entry codes and ensure they are updated and distributed as necessary. Oversee the issuance of access cards.

Qualifications:

• Proven experience in office management or a related field.

• Excellent organizational and multitasking skills.

• Strong communication and interpersonal abilities.

• Ability to handle sensitive and confidential information with discretion.

• Experience working in a dynamic and fast-paced environment is a plus. Technology Competencies

• Microsoft Office Suite including Teams and Project

• Salesforce experience strongly preferred Although the above competencies are preferred, training and support on all systems will be provided.

Salary for this role is $60,000.

Interested applicants should send their resume to Erica Jorden, Director of Human Resources, ejorden@universitycity.org using the subject line: Office Manager

University City District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training