Do you want to join a mission-driven member organization that makes a difference in the U.S. healthcare landscape? Our employees work at the premier radiation oncology membership association. Our Society supports the radiation therapy teams who treat more than one million cancer patients each year.

ASTRO, the American Society for Radiation Oncology, is seeking an experienced Office Manager to join its Administration team. Reporting directly to the VP of Finance and Administration, this position is responsible for managing all day-to-day business-related and office operations, equipment, and related vendors and processes that support the needs of ASTRO’s staff and its office space. This includes the effective, proactive support of administrative operations pertaining to space planning and management, business insurance administration, procurement, contract management, business continuity planning, safety, security, and coordination of support services and resources to meet organizational needs and management of the relevant budgets.  The Office Manager also serves as the organization’s representative in matters pertaining to management of the ASTRO office space.

This position is located at our Arlington, VA office and considered an essential position requiring the individual to be onsite at least 80% of their time. Flexible telework opportunities are available based on the needs of the organization. Our leased office space occupies an entire floor of a professional office building, approximately 26,000 square feet; the lease is currently guaranteed through September 2027.  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:

Office Operations

• Work with stakeholders to develop and implement office and business operations policies that drive efficiency and improve productivity.
• Manage annual office management and related capital expenditure budget.
• Collaborate with staff stakeholders and ASTRO’s insurance advisor to perform periodic risk assessments and procure appropriate commercial insurance coverage, including insurance for ASTRO’s off-site events
• Oversee Office Management vendor contracts including, but not limited to commercial insurance, office and kitchen supplies, mail and freight, product fulfillment, and other service providers. Negotiate contracts to identify best solutions for ASTRO and cost savings opportunities.
• Facilitate adequate mailing and shipping services available to staff. Manage postage for outgoing mail and distribute incoming mail daily.
• Work with IT and Finance staff to manage the proper receipt and disposal of fixed assets.
• Maintain and communicate an effective business continuity and disaster recovery plan in conjunction with IT and other stakeholders.
• Collaborate with Data Governance team to evaluate and ensure compliance with record retention policies.
• Manage organizational storage and product fulfillment needs, processes, and vendor relationships.
• Work with stakeholders to effectively on- and offboard employees, as it related to office management functions. Ensure staff have access to the supplies, equipment and workspace necessary to perform their jobs.
• Ensure high quality customer service is delivered to members, customers, visitors, and staff by managing ASTRO’s automated phone answering system, ensuring voicemails reach the appropriate staff members, and greeting/directing visitors to the office suite.
• Participate in efforts to improve efficiency and efficacy of ASTRO’s internal processes.

Office space management

• Maintain kitchen/café cleanliness and orderliness. Ensure kitchen essentials (kitchenware, coffee, tea, sodas and other supplies) are stocked and available to staff.
• Maintain tidiness of storage, conference/meeting space and public areas.
• Liaison to property management and office vendors to maintain a safe and operational workspace (i.e. landlord, real estate agent, architects, housekeeping, and other service providers).
• Monitor and communicate to appropriate staff, changes to building and local environment that might impact staff’s use of ASTRO’s office space.
• Maintain office efficiency through planning and implementing office systems, layouts, and equipment procurement.
• Ensure furniture and equipment is in good repair and available for staff use. Submit and manage work orders for building and equipment repairs as needed.
• Work with management on the procurement, buildout, and relocation of office space, as necessary.
• Ensure ASTRO meets all lease obligations, including accurate and timely rent and lease pass passthrough payments.

ASTRO Conferencing Space

• Direct and coordinate the usage of on-site conferencing space for organizational events and meetings.
• Work with stakeholders to identify on-site conferencing space and event requirements.
• Configure conference room setup (tables, chairs, etc.) to meet event requirements.
• Oversee all catering operations, including menus, supplies and catering personnel as necessary.
• Coordinate with all staff and external vendors to ensure event requirements are met.

Other projects

• Provide support to Meetings team with the shipment and staff office for ASTRO’s Annual Meeting.
• 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

• General office conditions
• The employee frequently is required to stand, walk, and reach overhead with hands and arms. The employee is occasionally 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. 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 accommodation may be made to enable individuals with disabilities to perform the essential functions.
• 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
• 13 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&type=MP&lang=en_US

We are an equal opportunity employer.

About American Society for Radiation Oncology

The American Society for Radiation Oncology (ASTRO) is an organization of approximately 10,000 member physicians and scientists served by a staff of 80 in Arlington, VA (National Landing). The association is designed to disseminate the results of scientific research, promote excellence in patient care and provide members with opportunities for educational and professional development. ASTRO offers an attractive array of benefits, including medical and dental/vision coverage, short- and long-term disability and life insurance, as well as paid time off, a 401(k) program, flexible spending accounts, flexible work arrangements, and more.

Connections working at American Society for Radiation Oncology