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Shared Services Office Manager

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Inglis enables people with disabilities – and those who care for them – to achieve their goals and live life to the fullest.It is essential that all duties are performed with the highest level of integrity, while supporting Inglis Values and Standards of Excellence, ensuring the achievement of competencies and compliance with regulatory agencies.

The primary responsibility of the Inglis Shared Services Office Manager is to provide administrative and customer service oversight and support for the Inglis Shared Services Offices in Morris Building.  He/she coordinates meeting scheduling and logistical details for the President/CEO, Senior Team members and related departments. He/she works with the Senior Team members to support systems, processes, and procedures to continually improve the quality, service and efficiency of the corporate offices, in general, and of the Executive Office, Development Department and Strategic Initiatives Department, in particular.  To be successful, he/she must be mature, service oriented, an excellent team member and project manager, and able to juggle multiple priorities with shifting agendas with grace and skill.  It is essential that all duties be performed with the highest level of integrity, confidentiality and in ways that ensure compliance with regulatory agencies. All essential job responsibilities will be executed in accordance with Inglis Administrative policies and compliance/ethics guidelines.

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job. This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability.


ESSENTIAL FUNCTIONS

Manages space/equipment, communications, and supply needs for the Shared Services Offices:
•    Space planning & management: 
•    Annually assesses use of space in Inglis campus buildings and works with Executive Team and other leaders to ensure that space needs are met.  
•    Manages the process for required space upgrades, repurposing, redesign, redecorating and/or move processes in partnership with Executive Team members, Engineering staff, and teams affected by moves/changes.
•    Coordinates environmental services needed to ensure cleanliness and sanitation of office spaces and conference rooms.
•    Serves as a resource for coordinating IT assistance regarding Shared Services equipment problems.

•    Mail management: 
•    Coordinates mass mailings on behalf of Shared Services teams/departments.
•    Oversees campus mail operations in partnership with Resident Worker Program and ensures that Shared Services mail is distributed accurately and timely.

•    Office Supply Management:
•    Manages par levels of office supplies for Shared Services departments. 
•    Completes purchase orders for supplies as needed.
•    Develops, monitors and manages budget(s) for office spaces and supplies.  

Schedules Group Meetings for the CEO and Senior Team Members:
•    Maintains meeting calendar in Microsoft Outlook, documenting accurate times and contacting appropriate individuals.
•    Identifies conflicts in appointments/meetings and initiates corrective actions as appropriate.
•    Ensures effective technological connection for virtual group meetings. 
•    Schedules conference rooms including dietary/food orders and audiovisual equipment, as needed, when in-person meetings resume.
•    Monitors beverage and snack supply for external guests of Senior Team, as needed, when in-person meetings resume.
•    Coordinates parking requests, as needed, and ensures day-of availability

Provides Administrative Support to the CEO and Senior Team Members:
•    Performs routine document management/production for all Shared Services as needed and/or requested, meeting note/minute taking, proofreading and copy editing, photocopying, printing and stuffing mailing, document distribution, filing and retrieval.
•    Manages the CEO’s telephone voicemail and incoming calls in a professional, pleasant and results oriented fashion.
•    Reconciles credit card and other financial reports as requested for all Shared Services departments.
•    Supports department budgets, including paying bills and timely expense tracking and reporting for the Executive office and other Shared Services departments as requested. 
•    Exercise’s judgment when dealing with confidential situations and/or issues.
•    Works independently and within a team on special non-recurring and ongoing projects. 

Project Management:
•    Manage all logistics and scheduling related to the initiation/kick-off through implementation of assigned projects.
•    With the Manager of Strategic Initiatives and other Leads as designated, defines and supports the of scope work and resource allocation for each project.
•    Creates project plans and timelines; manages team adherence to these timelines to accomplish stated goals.
•    Assists project Team Leads with completing expected project tasks and updating status reports to ensure overall productivity and effective reporting.


Travel Arrangements; Event Planning:
•    Arranges travel for Shared Services team members and wheelchair users, as requested.  For the latter, provides detailed information regarding batteries, size, weight of chairs and clients per travel requirements.
•    Supports event (conferences, press events, large meetings, retreats, celebrations) planning and implementation under the direction of President/CEO, Development and Strategic Initiatives leaders.

Provides Excellent Customer Service/Reception:
•    Acts as a positive representative of the organization at all times.
•    Maintains pleasant, respectful, and courteous interactions with residents/consumers, staff and visitors at all times.
•    Provides customer assistance using independent judgment to determine responses requiring priority attention.
•    Adheres to corporate compliance program and standards of conduct.


•    PERSON CENTEREDNESS
•    Champion for culture change and supportive leadership.
•    Demonstrates a real sense of inquiry and a personal willingness to learn.
•    Demonstrates the ability to take responsible actions within the parameters of the role without a constant need to be directed by others.
•    Demonstrates politeness and respectfulness and evidences the self-awareness of the effect of her/his behavior on others.
•    Demonstrates mutual respect for diversity.

PEOPLE & TEAM LEADERSHIP
•    Demonstrates Inglis people and leadership values and behaviors
•    Demonstrates the ability to follow-up on schedules, set priorities and achieve deadlines
•    Demonstrates the Inglis Code of Conduct and builds trusted partnerships throughout the Inglis organization.
•    Establishes and maintains effective relationships by gaining trust and respect.
•    Is approachable and easy to talk with; puts forth an extra effort to make people at ease; is patience and builds rapport with customers and is a good listener.
•    A team player and has the trust and support of peers.
•    Promotes collaboration within the department

TECHNOLOGY                 
•    Actively engages in the use of computer systems and technology to enhance the day-to-day flow of information
•    Encourages and supports staff on the appropriate use of computer systems and technology
•    Understands common computer terminology, computer fundamentals such as screen positioning
•    Understands and efficiently uses basic computer hardware such as a mouse, and telecommunication devices
•    Understands the use of the internet/intranet applications and file management including file saving, storage and basic data controls
•    Responds to emails and calendar requests in a timely manner using Outlook
•    Understands IT security, i.e. no sharing of passwords, processes, best practices including email encryption and enlisting help of IT help desk as needed. 
•    Possesses general knowledge of how to interface with a computer, i.e. use of mouse, resizing windows, etc.


ROLE SPECIFIC COMPETENCIES

Adaptability- Demonstrates flexibility in the face of change and projects a positive demeanor and shows the ability to manage conflicting priorities without the loss of composure.

Organization
Time Management- Able to determine the appropriate allocation of time for daily work and projects.
Space Management- Effectively manages the workspace (i.e. keeps a clean and organized office, appropriately handles all paperwork, maintains control over the physical environment, etc.)
Task Management- Balances conflicting priorities in order to manage workflow, ensure the completion of essential projects, and meet critical deadlines.

Project Planning/Project Management.  Demonstrated understanding of effective planning and use of planning tools to define a project; current and skilled on use of project management tools and methods and the IT requirements to implement.
Supports educating and training project team members in their use.

EDUCATION & EXPERIENCE

In addition to the necessary skills and experience to perform the responsibilities outlined above, there are a number of traits that a successful candidate will possess.  

•    Education & experience should be equivalent to two years of college level course work in a business-related field and (3) years or more of office administrative, supervisory or lead experience in the area of assignment or equivalent combination of education and experience sufficient to successfully perform the essential duties of the job listed above.   
•    proven experience as Shared Services Office Manager
•    In-depth understanding of office management procedures and departmental and policies
•    Familiarity with financial management principles
•    Proficient in MS Office
•    An analytical mind with problem-solving skills
•    Excellent organizational and multitasking abilities
•    A team player with leadership skills
 
Inglis Person Centered Care Core Competencies 
 
Competency    Behavioral
Ensures Accountability    Holds self and others accountable to meet commitments.
    Follows through with commitments and acts with a clear sense of ownership.
    Takes personal responsibility for decisions, actions, and failures.
    Establishes clear responsibilities and processes for monitoring work and measuring results.
    Designs feedback loops into work.
Effectively Communicates    Develops and delivers multi-mode communications that conveys a clear understanding of the unique needs of different audiences.
    Is effective in a variety of communication settings; 1:1, small group, large groups or among diverse styles.
    Attentively listens to others
    Adjusts to fit the audience and the message
    Provides timeline and helpful information