Office Manager

Why Tides Medical?
Joining Tides Medical means being a part of a health care team who is passionate about serving others, values integrity and quality, and excellent customer relationships.
Purpose of Position
The Office Manager will provide high-level administrative, technical, and logistical support to the VP of R&D at the Wayland, MA Tides Medical location. The Office Manager will also provide support for additional team members within the laboratory and office space as needed. They will ensure effective use of the time by providing multi-faceted support, managing schedules, completing follow-up tasks, assisting with technological support, as well as preparing additional documents and reports when needed. The Office Manager will also independently initiate, improve, and implement processes to manage projects, information, equipment, and people.
Essential Functions of the Areas of Responsibility

• Provides high-level administrative and technical office support and assistance to VP of R&D, staff and/or other assigned leadership.
• Develops and manages administrative systems and processes to support the R&D function
• Performs clerical and administrative tasks to support R&D Projects including drafting letters and documents, developing reports, and supports inventory management for staff as needed.
• Communicates with teams and assists with project management pertaining to the office and department needs.
• Support team with audit tasks
• Maintain expense recording processes
• Support material purchasing/management
• Manage calendars and office schedules as needed.
• Receives incoming communication, memos, deliveries, etc. on behalf of office. Reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• In coordination with the Tides Information Systems team and approved local vendors:
• Provides initial technical support to the VP of R&D when needed for computer hardware and software issues.
• Serve as the in-office coordinator of technical support requests for computer hardware, software, and networks.
• Trains and coaches R&D staff on the use of Tides approved software in coordination with the Tides IT team.
• Serves as local point of contact for support and project vendors.
• Manages, operates, and troubleshoots conference room and telecommunications equipment.
• Performs other related duties as assigned.

Expectations

• Work well with others and not create undue office stress or conflicts.
• Be a practical problem solver and work independently.
• Be truthful in all aspects of conduct and communications.
• Be respectful of other employees and not engage in speech or conduct that is discriminatory.
• Uphold confidentiality of employee records, donor records, and proprietary corporate information.

Requirements
Key Qualifications, Requirements, and Attributes

• Demonstrated history of working cooperatively in a team environment
• 3+ years of experience as an executive or personal assistant required
• Proven experience successfully developing and managing administrative systems and processes
• Excellent written and verbal communication skills
• Must be an independent self-started with the ability to multi-task in a fast-paced environment
• Must be extremely detail oriented and organized
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Excellent time management skills with a proven ability to meet deadlines

Demonstrated experience utilizing and troubleshooting issues with all of the following:

• Microsoft Office 365 including Outlook, Word, PowerPoint and Excel.
• PC hardware and associated devices
• Apple hardware and associated devices
• Printer setup and configuration
• Video conferencing with Zoom, Microsoft Teams, or related platforms

Soft skills including:

• Strong customer service and interpersonal skills
• Ability to assess and solve complex problems with many variables
• Ability to understand technical terms and concepts, then to teach less experienced team members.

Physical, Mental, Environmental Demands
Physical demands for this position:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times.

Environmental demands:

• Work is performed primarily in an office setting