Project & Office Operations Manager

Job Title: Project & Office Operations Manager Department: Senior Vice President, Finance and AdministrationReports to: SVP, Finance and AdministrationAbout New York Academy of Medicine:New York Academy of Medicine (NYAM) is a leading voice for innovation in population health. As one of the nation’s longest-running nonprofits, we have championed changes to the systems that perpetuate health inequities and that keep all communities from achieving a healthier and longer life (health span). Today, this work includes innovative research that distinctively values community input for maximum impact. Combined with NYAM’s trusted programming and historic library, and with the support of nearly 2,000 accomplished Fellows and Members, NYAM’s impact as a population health leader moves boldly forward.Department Summary:The department of SVPFA oversees all financial, administrative, and operational activities at NYAM, including finance, HR, IT, facilities, events & conferences center, and develops and implements compliance and organizational-wide policies and procedures. In addition, the SVPFA office staffs several committees of the Board of Trustees.Position Summary/Overview: The Project & Office Operations Manager plays a crucial role in ensuring the smooth operation of the SVPFA office. This includes supporting and managing projects across the operational teams within the organization, including administration, finance, facilities management, IT, among other areas. The successful candidate will be highly motivated, have strong organizational and communication skills, excel at project tracking and multitasking, and demonstrate the ability to solve problems efficiently while functioning independently. The candidate will also handle confidential information with a high level of discretion, ensure project deadlines are met, and deliverables are of the highest quality.Key Responsibilities:Project Management & Coordination:Collaborate with the SVPFA and the President’s Office on large-scale cross departmental projects and event coordination.Ensure that all project deliverables are met on time, within scope, and in line with organizational goals, with a strong focus on maintaining high standards.Track the progress of multiple ongoing projects, ensuring that timelines are adhered to and any risks or delays are promptly communicated and mitigated.Identify process improvements to enhance project efficiency, proposing and implementing solutions where appropriate.Executive Support:Provide administrative and operational support to the SVP, including managing schedules, preparing reports, and organizing meetings.Assist the SVP in decision-making by conducting research, preparing presentations, and providing recommendations based on gathered information.Handle any ad-hoc tasks or assignments as directed by the SVP, ensuring timely completion of all assigned duties.Documentation and Compliance:Establish and maintain a comprehensive system for tracking all office files and documents. Must understand the location of all documents, ensuring that critical files are easily accessible and properly secured, and in line with the company’s documentation policy.Collect and maintain Standard Operating Procedures (SOPs) for all office and building management processes, ensuring compliance with legal and regulatory requirements.Oversee the transition to digital documentation where appropriate, including the scanning, filing, and categorization of physical documents.Oversee annual conflict of interest policy and other required training documentation. Support the research and SVPFA office in maintaining all COI/WC/compliance forms, both internally and externally.Finance Project Support:Responsible for monthly travel and reimbursement expense process. Collaborate with the Finance team to ensure the process is documented and expenses validated and approved prior to the monthly approval process.Facilities Project Coordination:Oversee the coordination of facilities related projects, including capital improvements, renovations, and compliance efforts.Maintain project documentation for building compliance, violations, and capital projects, and assist stakeholders to resolve issues as they arise.Manage the building entry process including issuing ID cards and serving as the point of contact for building tenant relations.Other duties as assigned including but not limited to:Taking on additional roles and responsibilities as needed, demonstrating flexibility and a hands-on approach to new challenges; continuously seeking new ways to improve office processes and implement solutions to enhance productivity and efficiency; and acting as a point of contact for troubleshooting issues and providing general support across all departments.Education Requirements:Bachelor's degree in business administration, project management, or a related field. Certification in project management or related certifications (CAPM) preferred.Qualifications:Minimum of 3-5 years of project management, office management, or operations experience. Previous experience in supporting an executive office preferred.Strong organizational skills, with the ability to manage multiple tasks and projects simultaneously.Experience handling confidential information with a high degree of discretion.Demonstrated ability to work independently and take initiative in a fast-paced environment.A keen eye for detail, ensuring accuracy and completeness in all tasks.Strong attention to detail, critical thinker, and ability to proactively identify issues and implement effective solutions.Strong written and verbal communication and interpersonal skills, with an ability to foster collaboration across teams.Flexible in taking on new challenges and roles within the organization.This position is based in New York City. Staff work in a hybrid environment with some flexibility pending the needs of the department. Given the high-profile visibility of the office and this role, the position is expected to be in the office a minimum of three days per week. Due to this organizational need, preference will be given to candidates who reside within New York City.NYAM is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other protected status. NYAM is an affirmative action employer. As an organization whose primary focus is health equity, NYAM is committed to creating a diverse and inclusive environment for all employees. NYAM offers competitive benefits, generous paid time off and holidays, professional development opportunities, and a flexible work environment.The salary range for this position is $82,000 to $88,000, commensurate with experience. Interested candidates should email OfficeManager@nyam.org with their resume and cover letter.