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As a leader in advancing New York’s energy transition, the New York State Energy Research and Development Authority (NYSERDA) has remained a credible, objective and trusted partner in our State’s energy planning as well as deploying new and innovative technologies to expand New York’s economy. NYSERDA has worked for the past 50 years to protect the environment and help New Yorkers increase energy efficiency, lower energy costs and reduce reliance on fossil fuels. NYSERDA engages with stakeholders including residents, business owners, developers, community leaders, local government officials, universities, utilities, investors, entrepreneurs, and more, to develop, invest, and foster conditions that:

+ Attract the private sector capital investment needed to expand New York’s clean energy economy.

+ Overcome barriers to using clean energy at a large-scale in New York.

+ Enable New York’s communities and residents to benefit equitably in the clean energy transition.

Job Overview

The Office Manager, assists with the efficient day-to-day operation of the Facilities Department as the central "hub" of the team, coordinating with the Team Lead and across the team and triaging and addressing informational requests received through all modes. Facilities personnel are required to be in office 5 days per week.

The role includes typical administrative support duties, managing the schedules and communications of the Team Lead and providing some support to the Lead’s immediate direct reports. It includes interfacing with external parties; advance preparation and assistance in execution to foster effective meetings; making travel arrangements; and ensuring appropriate organization and retention of records for accessibility and compliance. It also incorporates a broader operational focus, with expectations for greater logistical coordination within and outside of NYSERDA, and assistance to the Lead and their direct reports in completing department planning, budgeting, compliance, and performance management activities.

Primary Responsibilities

Proactive Planning:

+ Stay abreast of news relevant to the department to help identify developments that may call for the Lead’s attention. Become familiar with NYSERDA’s tools and modes to communicate updates/requests/priorities. Ensure those are monitored with relevant updates provided timely to the Lead.

+ Assist in outlining a suite of recurring daily/weekly/monthly/quarterly/annual functions on which the Lead should focus and block time on calendars to ensure these can be addressed timely without disruption to other key activities.

+ Become familiar with due dates for major deliverables that the Lead may need to review/approve and communicate expectations to staff preparing those deliverables regarding when they will be needed for Lead review.

+ Help the Lead maintain an up-to-date inventory of all recurring reports and other deliverables and ensure team members responsible for these are aware of due dates.

+ Learn and understand core department processes and priorities to be able to help the Lead proactively identify risks and assist the team in ensuring key controls are applied efficiently but effectively.

+ Help coordinate administrative activities such as annual planning, budgeting, and performance review processes, so that the synthesized results delivered to other teams reflect consolidated business unit priorities and are delivered accurately and on time.

Scheduling:

+ Arrange meetings for the Lead with outside stakeholders and internal staff.

+ Meet regularly with the team members supported to coordinate schedules and due dates.

+ Identify/document a cadence for regular internal staff meetings and progress check-ins; proactively coordinate agenda, scheduling, and set up to make those meetings effective.

+ Working with the Lead and other designated parties, prepare meeting agendas, gather, and distribute supporting materials, ensure all meeting logistics are addressed timely, take meeting notes, and ensure assignment of follow-up actions and due dates.

Logistics:

+ Make business travel arrangements for the Lead and 3-4 other team members as requested and prepare travel expense reports in compliance with organization policy.

+ Assist in planning events, coordinating with NYSERDA’s internal events, facilities, finance, and legal teams to ensure venue, participant, external vendors, insurance, governance, and transportation considerations are addressed well in advance to allow a successful event.

+ Maintain records of shipping, sent and received, are processed quickly and effectively, along with internal delivery details and tracking information. Coordinate with external vendors for any missing shipments or to arrange pick up.

Coordinate communications both written and verbal:

+ Serve as a primary point of incoming communications from external parties, triaging them and ensuring timely and appropriate disposition.

+ Conduct final review distribute announcements to internal and external stakeholders. This may include sensitive communications that require scrutiny of content and recipients to ensure data quality and appropriateness for recipients. Coordinate with Internal Communications on all electronic and printed announcements.

+ Serve as the point of contact for the Lead’s level updates to various internal databases and documents to ensure they remain complete and current.

+ Review the sections of NYSERDA external and internal website content related to the business unit at least quarterly and coordinate with the Communications team to ensure information is current, relevant, and readily accessible.

+ May assist with the preparation, editing, and distribution of business unit deliverables including spreadsheets, presentations, and reports.

Provide support for overall Administration

+ Review and approve requisitions and payment requests where authorized.

+ As assigned, help draft Organizational-level RFI, RFP, SOW, RFQ, and other solicitation documents, or documents of similar complexity that are ultimately shared with external audiences.

+ Ensure that transaction and decision records electronic and paper files are kept current, well-organized, secure, and in alignment with NYSERDA data governance conventions.

Other

+ Assist the Lead in coordinating the review of their direct reports’ travel requests, vacation requests, expense reports, timecards, and similar, adhering to all governing policy and procedures and helping coordinate the department calendar to ensure coverage.

+ Ensure paper and electronic documents are stored and retained in accordance with current policy.

+ Provide administrative support to the Lead’s direct reports, as assigned.

+ As applicable, manage team subscriptions and memberships and research training opportunities for the team.

+ Perform all managerial and supervisory responsibilities with respect, fairness, consistency, and inclusion across the workforce.

+ Perform other responsibilities as required.

Minimum Qualifications

+ High School Diploma and 5 years of relevant experience including up to one year in a supervisory role.

+ Able to coordinate multiple projects and across multiple parties to generate deliverables under pressure and tight deadlines.

+ Takes ownership of tasks, projects and relationships and follows through on obligations and promises.

+ Strong verbal and written communication skills; ability to effectively present and execute innovative ideas.

+ Strong organizational and analytical skills; ability to quickly aggregate and analyze information.

+ Excellent computer skills (Word, Outlook, Adobe Acrobat, PowerPoint, Excel, etc.)

+ Experience with researching and sourcing information.

+ Adept at thinking through all aspects of meeting planning and proactive follow-up with others to ensure the needed resources for successful, effective meetings are ready to go on time.

+ Strong attention to detail with a high degree of accuracy in all duties and adherence to NYSERDA policies

+ Able to learn new information quickly and adjust to changing priorities.

+ Able to work independently and handle sensitive information in a professional, confidential manner.

+ Effective organizational, time management and communication skills

+ Courteous professional with the ability to get along with others.

Preferred Qualifications

+ Associate Degree with 4 years of relevant experience including up to one year in a supervisory role.

Travel Requirements: This position may require minimal travel within NYS.

Additional Comments on Working Environment: Facilities is a fast-paced environment with ever changing priorities. Facilities personnel are required to be in office 5 days per week. The successful candidate will have to undertake many diverse tasks including but not limited to: assisting in maintaining NYSERDA Fleet vehicles; purchasing equipment and materials from various vendors; ordering and distributing office supplies and materials across several office locations and departments; shipping, processing and delivery of mail/packages; clean-up of office areas as needed; and ability to cover reception duties at the front desk when necessary. The candidate would also assist in coordinating with other departments within NYSERDA and NY State, records management, creating and maintaining database records, project management with applications such as Asana or Project, possess a valid drivers’ license, and the ability to lift 50 lbs.

Please submit two files, one for your cover letter and another for a resume.

Please note that during the application process, you may be prompted to opt-in to Artificial Intelligence (“AI”) scoring. This is an automatic request in the ADP system but is not a feature that is used by NYSERDA in its recruiting and hiring process. Your response will have no impact on your application to NYSERDA.

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