Position Summary: The American Society of Echocardiography (ASE) is an organization of professionals committed to excellence in cardiovascular ultrasound and its application to patient care through education, advocacy, research, innovation, and service to our members and the public. ASE, the largest subspecialty society for cardiovascular imaging, is seeking an Office Manager for our location in Durham, NC. The Office Manager position is responsible for overseeing general office operations, including customer service, implementing administrative systems, procedures and policies, basic accounting functions, and handling clerical and database-related projects. This position will report into the Deputy Director. All duties will be performed from the ASE Headquarters office in Durham, NC. Employee must be able to work in the office.
Essential Duties and Responsibilities:
Office Management (90% of the time):
Front desk duties
Open and close office daily.
Answer and direct incoming phone calls and voicemail messages.
Greet office visitors.
Receive, sort and distribute incoming mail and deliveries, and manage outgoing mail.
Manage phone system messaging, including office close memos and phone tree.
Track incoming checks received by mail.
Assist Controller with processing accounts receivable and accounts payable.
Assist Controller with collecting W-9 forms, processing 1099s, and tracking down outstanding checks.
Review the office’s monthly credit card and conference calling card bills, collect GL codes from staff, and prepare for payment.
Liaison for office building management. Coordinate maintenance requests as needed. Communicate office changes and alerts, including door codes, safety notices, or other updates to staff.
Data entry responsibilities for membership renewals, new member applications, address changes, etc.
General data entry assistance for other departments as needed, including but not limited to course registrations, etc.
Manage general office supplies inventory and coordinate orders as needed, including furniture, filing cabinets, coffee/water, etc. Order other supplies as needed (binders, etc.) for specific projects.
Liaison for office suite vendors. Manage and review contracts for office copiers, postage meter, coffee/water services, and phone system. Coordinate technical support/maintenance requests as needed.
Manage the office Nextiva phone system account as an administrator, including handling routing changes in conjunction with the Information Systems Manager.
Manage and review contracts for insurance with input from the CEO or Deputy Director.
Manage the kitchen duty assignment schedule, oversee kitchen supplies and general upkeep.
New hires: coordinate new hire packets, orientation schedules, and office set-up. Order building key cards and other cards as needed.
Keep staff documents and vendor contacts up-to-date on the Shared OneDrive.
Scan and organize contracts and other documents on the Shared OneDrive.
Others duties as assigned by CEO or Deputy Director.
Other Functions (10% of the time):
Support the organizational structure of ASE by attending staff meetings, working on task forces, seeking and attending professional development opportunities, working in a team atmosphere and cooperating with other staff members, and completing minutes, meeting summaries, paperwork, and timesheets in a timely manner.
Contribute to other projects and tasks as needed in support of ASE’s success.
Travel to ASE meetings and other exhibit venues will not be required for this position.
Education: High school diploma or equivalent required. Bachelor’s degree preferred.
Experience: A minimum of four (4) years demonstrated prior experience in office administration duties required, with phone system coverage responsibilities.
Good interpersonal skills, professional appearance, and demeanor.
Commitment to superior level of customer service.
Outstanding organization and communication skills.
A self-motivated worker with excellent attention to detail.
An understanding of office administration and basic accounting procedures.
Proven ability to manage computer-based projects, and to process and accurately manage data.
Competence in Windows Office 365 software, database programs, and online applications.
Ability to manage multiple projects in a fast-paced environment and effectively meet deadlines.
Physical Requirements: Job requires frequent sitting, and repetitive hand and wrist movements. Coordination of incoming mail and deliveries requires frequent reaching and the ability to occasionally lift and/or move packages weighing up to 25 pounds.
While it is intended to be an accurate reflection of the job duties and requirements, ASE management reserves the right to modify, add, or remove duties and to assign other duties as necessary. This job description does not constitute a contract and should not be construed as a contract.
ASE is an equal opportunity employer and offers equal employment opportunities without regard to race, color, religion, sex (including pregnancy), national origin, age, disability, veteran status, sexual orientation, marital status, genetic information, and other protected class characteristics.
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