Do you enjoy providing outstanding office support and customer service? Do you want to join a mission-driven member organization that makes a difference in the U.S. healthcare landscape? 

ASTRO’s mission is to advance the practice of radiation oncology by promoting excellence in patient care, providing opportunities for educational and professional development, promoting research, and disseminating research results and representing radiation oncology in a rapidly evolving health care environment.

ASTRO, the American Society for Radiation Oncology, is seeking an experienced Office Administrator/Office Manager to be its one-person Office Services department.  Reporting directly to the VP Finance and Administration, the individual is responsible for managing the day-to-day office operations of our space, its equipment, supporting staff needs and managing related vendor relationship at the office. ASTRO occupies an entire floor of a modernized office building, with approximately 26,000 sq feet to oversee, and the Office Manager will work closely with the Property Management company to ensure a safe and effective work environment.

NOTE: This position is located at our Arlington, VA office (National Landing area) and considered an essential position with at least 90% of their time onsite. Additionally, the individual must be able to work during ASTRO’s core business hours and start anytime between 8 – 9am ET.

Major responsibilities and duties:

1. Office space
   1. Liaison to property management and office vendors (landlord, real estate agent, architects, housekeeping, and other service providers).
   2. Maintain office efficiency through planning and implementing office systems, layouts, and equipment procurement
   3. Ensure office systems, furniture and equipment is in good repair and available for staff use. Submit and manage work orders for building and equipment repairs as needed.
   4. Design, implement and monitor office suite access and security processes.
   5. Work with management on the procurement, buildout, and relocation of office space, as necessary.
   6. Ensure ASTRO meets all lease obligations, including accurate and timely rent and lease pass passthrough payments.
   7. Become a subject matter expert on all office equipment and support staff as necessary.

2. Operations
   1. Ensure high quality customer service is delivered to members, customers, visitors, and staff by maintaining ASTRO’s automated phone answering system, ensuring voicemails reach the appropriate staff member, and greeting and directing visitors to the office suite.
   2. Work with stakeholders on the development and communication of office policies.
   3. Manage the collection and distribution of all incoming and outgoing mail and shipping (UPS, USPS, etc.).
   4. Manage, train and support staff and volunteers on ASTRO’s travel tools (SAP Concur and Uber for Business).
   5. Manage organizational storage and product fulfillment needs, processes, and vendor relationships.
   6. Work with stakeholders on the onboarding of new staff. Ensure their workplace and access to office equipment and systems is ready for their arrival.
   7. Manage the inventory and procurement of office, kitchen and equipment supplies. Ensure mailroom and kitchen remain orderly and ready to staff use.

3. ASTRO Conferencing Space
   1. Direct and coordinate the usage of ASTRO’s conferencing space for organizational events and meetings.
   2. Work with stakeholders to identify conferencing space and event requirements.
   3. Configure conference room setup (tables, chairs, etc.) to meet event requirements.
   4. Oversee all catering operations, including menus, supplies and catering personnel as necessary.
   5. Coordinate with all inhouse (staff) and external (vendors) resources to ensure event requirements are met.

4. Other projects
   1. Provide administrative support for ASTRO’s annual insurance policy renewals.
   2. Develop and manage annual office management and related capital expenditure budget.
   3. Provide office wide administrative support
   4. Manage and assist staff with special projects and events.

Successful candidates will have:

Education/Experience

• Associates Degree required; Bachelor’s degree in related discipline preferred.
• Five years of related experience.

Knowledge, Skills and Abilities

1. Excellent customer service and communication skills.
2. Self-management and results oriented – sets well-defined and realistic goals; monitors progress and is motivated to achieve; ability to work autonomously with limited supervision; manages multiple tasks and projects with a high attention to detail.
3. Critical thinking and problem solving – ability to act in solving problems while exhibiting judgment and a realistic understanding of issues.
4. Experience in procurement and oversight of office equipment.
5. Ability to operate and train staff to operate office equipment.
6. Oral communication (telephone skills) and written communication (letters, e-mail) – ability to communicate information and ideas so others will understand
7. Proficient in Office 365 applications, including Word, Excel, Teams, PowerPoint, and Outlook.
8. Results orientation - ability to work at a fast pace, determine priorities, and meet critical deadlines.

Working Conditions/Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential function.

1. General office conditions
2. The employee frequently is required to stand, walk, and reach overhead using their hands and arms. On occasion, they will be required to climb or balance; stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 30 pounds, with equipment if necessary. Specific vision abilities required by this job include close vision, distance vision, and ability to focus.
3. Overnight business travel required approximately ~5% of the time (Annual Meeting, once per year).

This role might be right for you if…

• You are service oriented and have a passion for organizing, planning, and supporting others
• You are creative, imaginative and a team player
• Consider yourself a tech enthusiast.
• Ability to quickly learn and apply new processes or technologies in office settings
• Curiosity; drive for continuous improvement and development of new skills
• Excellent written and verbal communication skills
• Ability to prioritize and multitask effectively; strong project management skills; can meet and manage multiple deadlines working both independently and on a team; highly detail-oriented
• Self-starter, self-motivated and able to work independently
• Strong interpersonal skills. Ability to connect well with people and work in a collaborative manner

ASTRO offers a competitive salary and excellent benefits package which includes:

• Flexible work arrangements (schedule will be based on business needs)
• Medical, dental and vision insurance, majority company paid
• 401K with immediate company contribution
• 23 days of Paid Time Off annually
• 12 Paid Holidays
• Pre-Tax Commuter Benefits + monthly employer subsidy
• Employer paid short- and long-term disability insurance and more

Please see our website www.astro.org for more information about ASTRO.

To apply, submit cover letter, salary requirements and resume by clicking:  

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=f5688abd-7893-4349-9948-f60b3bdf7a5d&ccId=1201151451_8078&jobId=430938&lang=en_US&source=CC4

We are an equal/affirmative action employer.