Senior Office & Technology Manager

Senior Office & Technology Manager

The Senior Office and Technology Manager ensures seamless day-to-day operations and oversees the administrative, office, and technology systems that keep the organization running smoothly. This role is responsible for identifying and implementing process improvements, anticipating organizational needs, and streamlining tools and workflows to optimize office operations and strengthen the staff experience.

• Supervise front desk staff and manage coverage of the front desk at 4600 Paseo.
• Oversee reception and lobby operations, partnering with Program Operations and Impact Manager to ensure a safe office environment.
• Purchase and maintain office supplies according to operating budget, and other special purchases maintaining grant compliance.
• Coordinate onboarding/offboarding logistics (building access, tech setup, desk assignment), in partnership with HR Manager.
• Recommend process improvements, and oversee office operations projects.
• Ensure compliance with file retention, administrative policies, and procedures.
• Communicate and coordinate with internal departments to manage resources efficiently and effectively.

• Manage IT vendor relationships and with assistance of IT vendor:
• Recommend and manage technology upgrades (hardware and software)
• Provide ongoing IT support to staff and departments as needed
• Direct staff to existing resources and identify additional resources needed
• Maintain phone and internet services and troubleshoot issues when necessary.
• Oversee organization-owned technology assets:
• Manage purchasing and replacement cycles
• Track and manage equipment (laptops, phones, desk keys) assigned to staff
• Manage renewal of software applications and staff access to those applications
• Develop and manage cyber security program:
• Provide timely recommendations to improve security
• Evaluate content and manage training on chosen platform
• Roll out training with onboarding and for all staff on an annual basis
• Manage intranet site and make updates as necessary

• Serve on Safety Committee and act as staff liaison for safety and risk-related policy implementation.
• Develop and implement office operations policies, and reinforce through staff training.
• Coordinate inspections and compliance reporting with Facilities Manager.

Perform other duties as may be required by supervisor

• Bachelor’s degree or equivalent experience required.
• 5+ years of progressively responsible office management experience, with 2+ years of supervisory experience.
• Valid driver license with classification appropriate to operate JVS vehicles, valid auto insurance, clean driving record with no moving violations within the past three years.

• Strong organizational, time and project management skills, with a proven ability to meet deadlines; able to effectively prioritize, delegate, and execute multiple tasks.
• Strong process improvement and problem-solving skills.
• Ability to be self-directed and highly flexible in daily work.
• Ability to work effectively in an environment that is multicultural and multilingual.
• Excellent verbal and written communication skills and the ability to develop positive working relationships with both internal and external collaborators.
• Strong computer skills and proficiency in Word, Excel, Google Docs and internet-based communication.

• Position requires some flexibility in schedule, with some weekends and/or evenings required.
• This position will primarily be a coordinator of services, with the majority of responsibilities to be performed in office.
• Occasional travel to community events, public service providers, and other service locations will be necessary. Use of personal vehicle is necessary with mileage reimbursement.
• Much of the work is typically performed in an interior temperature-controlled office work environment. Position requires prolonged periods of sitting at a desk and working on a computer.
• Some work may be performed at community sites such as other agency offices, schools, libraries, and other public meeting places. Employees may experience exposure to temperature extremes when in training situations, in a car, and while traveling to contacts outside of the agency facility.
• Position requires frequent bending, squatting, sitting, standing, pulling, pushing, lifting, and moving items that may weigh up to 50 lbs.
• Use of cell phone is also required, to be provided by JVS.