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Office Manager

Company: New York Botanical Garden
Location: Bronx
Posted on: June 6, 2021

Job Description:

The Office Manager is responsible for all day-to-day administrative and office functions within the Administration Division (HR, Volunteers, Mail-room, Reception) and assures communication and coordination between other Garden departments in the ordering of supplies, uniforms and copiers. Assists the division in executing and managing data entry into HRIS system, HR projects, reporting, and other tasks as needed.

Additionally, this position supports, through actions and conduct, NYBG's Inclusion, Diversity, Equity and Accessibility initiatives and helps to build and maintain an inclusive organization culture throughout the institution.

The New York Botanical Garden is committed to a diverse, equitable, and inclusive work environment, and further recognizes that diversity in our workforce fosters excellence in our mission of advocating for the plants of the world. Leveraging the strong foundation of existing policies and practices, NYBG will advance diversity, equity, and inclusion through a number of institutional initiatives presented in this plan. Our aspiration is to continue to cultivate a workforce and institution that is as diverse as the communities we serve and the audiences we engage.

Specific Duties and Responsibilities:

  • Performs data entry into HRIS system and Personnel Action Form (PAF) initiation.
  • Coordinate Employee, Retiree and Volunteer Recognition programs; General Staff Meetings, and other events.
  • Track distribution and receipt of annual employee evaluations.
  • Manages (with the VP) contract and price negotiations with office vendors, service providers and leased equipment.
  • Oversees the ordering of institutional supplies and copiers.
  • Monitor HR and Administration budgets and submit and track purchase requisitions.
  • Manage annual uniforms order for staff in Operations, Custodial Services, Engineering and Horticulture. Assist departments, as needed, with selection and ordering of professional uniforms.
  • Create and update institutional and departmental organization charts.
  • Assist the VP and HR and Administration staff with projects as needed.
  • Assist with Open House events and onboarding of new hires in Adult Education.
  • Supervise the Human Resources Assistant in performing administrative tasks.
  • Serve as back up supervisor to Reception and Mail-room staff.
  • Manage multiple Outlook calendars.
  • Manages the Personnel Filing system and Archival Process.
  • Responsible for developing and implementing office procedures and related manuals.
  • Ability to provide support for multiple managers within the division.
  • Other related duties as needed.

Requirements:

  • Discrete, reliable, and confidential
  • Bachelor's Degree, preferred
  • Strong communication and interpersonal skills
  • Meticulous attention to detail, highly organize with a proven ability to multitask
  • Ability to negotiate with vendors
  • Adept at using Microsoft Office; with advance Excel skills and a facility with numbers
  • Ability to produce accurate reports
  • Self-starter with excellent time management skills and the ability to prioritize and follow up on assignments
  • At least 4 years of experience in an office environment, legal office experience a plus
  • Ability to utilize a variety of online communication platforms
  • Notary Public is a plus

If you require an accommodation for any part of the application process, please notify the Human Resources department at HR@nybg.org.

EOE/M/F/Disabled/Veteran

Keywords: New York Botanical Garden, New Rochelle , Office Manager, Other , Bronx, New York

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