The Office Manager is responsible for managing the day-to-day operations of the AATB national office, including overseeing all vendors necessary to ensure a smooth-running office operation. This includes responding timely to general account, HR and IT inquires as well as overall facility maintenance. The Office Manager is responsible for providing administrative support to the President and Chief Executive Officer, AATB senior staff, The Executive Committee of the Board of Governors (BoG) and the Chair of the Tissue Policy Group (TPG). The Office manager must always maintain confidentiality and discretion.
Responsible for developing and implementing office policies by setting up procedures and standards to guide the operations of the office setting.
Primary responsibility for the reception area ensuring effective telephone and mail communications both internally and externally to maintain professional image.
Serves as customer interface and point of contact for various groups and individuals such as employees, vendors, suppliers, and visitors.
Manages and distributes incoming correspondence, including email, Fed Ex and UPS packages.
Purchases and maintains an appropriate inventory level of commonly used office supplies and office equipment, for the entire staff in accordance with company purchasing policies and budgetary restrictions.
Reviews, approves and codes all office invoices for processing by the accounting department.
Manages all office vendor agreements to ensure all office equipment, including copier, fax machine and phone system are operational and well maintained.
Primary AATB contact for the Building Management.
Directs and coordinates office services and related activities at the direction of AATB Management.
Own office security including, distribution of building access keys and back-up to security access cards. Control access to office and ensure it is properly secured each night.
Serves as the designated Safety Officer.
Establishes and implements procedures for record keeping as directed by the CEO and Sr. Leadership Team.
Ensures AATB filing systems are organized, maintained and secure.
Ensure security, integrity and confidentiality of data.
Executive Support for the CEO, BoG, TPG and the Sr. Leadership Team
Provides meeting planning as needed for the CEO, senior staff, the Tissue Policy Group, LLC and the Board of Governors including agenda preparation, booking meeting room, catering services, logistics, and ensuring materials are provided and the meeting is recorded, as applicable.
Coordinates and schedules all meetings, appointments, and travel logistics as needed for the CEO and senior staff.
Provides support for developing presentations and presentation materials for key meetings, including but not limited to the Board of Governors, the Tissue Policy Group and the Annual Meeting.
System administrator to the BoG web-based portal.
Prepares and distributes minutes of the Board of Governors meetings and AATB Annual Meeting.
Prepares correspondence for signature.
Maintains, updates, distributes and collects the supporting questionnaires and documentation for the AATB Compliance Program.
Designated liaison to the Nominating and Awards Committee
Supports the AATB Staff Liaisons and Committee/Council leadership assigned to AATB committee and council chairs as requested.
Participates in the New Hire orientation of all new AATB employees, completing the on-boarding checklist for the personnel file.
System administrator for online voting portal during Board of Governors election years and Bylaws changes, as needed.
Required Competencies and Interpersonal Skills
Ability to work with minimal supervision, take initiative and make independent decisions.
Highest level of professionalism with the ability to maintain confidentiality.
Intermediate to expert level of skill using common Microsoft Office products and systems, including but not limited to Word, Excel, PowerPoint, and Outlook
Advanced skills in English composition, proofreading the work of others for grammar and spelling and editing for clarity.
Expert level skills in professional office communication that supports a positive work environment for all.
Proven ability to manage time, prioritize multiple tasks, meet deadlines and maintain high-quality attention to detail.
Ability to adapt to changing priorities demonstrating sound mental agility and a calm positive demeanor.
Extraordinary interpersonal skills and the ability to work well with others internally and externally with a high degree of professionalism, consistently.
Ability to use sound judgment and work independently requiring minimal day to day direction, solving problems using critical thinking skills.
Conducts oneself with the utmost of integrity in the absence of on-site supervision.
Strong customer service skills.
Work Environment including Physical Demands
AATB work environment. This position operates in a professional office setting that is intense and fast paced. This position requires on site work the majority of the time.
This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. This would require the ability to lift files, open filing cabinets, walk, bend and stand as necessary.
Position Type/Hours of Work
This is a full-time exempt position, Monday through Friday. The schedule will be set, however the start and finish time can be flexible to accommodate the commute. Changes to the work schedule must be approved by the CEO or designee. Occasional evening and weekend work may be required as job duties demand.
No travel is required for this position, though may be offered from time to time.
Required Education and Experience
Bachelor’s degree in Business Administration or relevant experience.
5 years relevant experience in office management.
Experience with databases or Association Management Systems a plus.
AATB provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves or absence, compensation and training.
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Telecommuting is allowed.
Internal Number: 5
About American Association of Tissue Banks
The American Association of Tissue Banks (AATB) is a professional, non-profit, scientific and educational organization. It is one of the only national tissue banking organizations in the United States, and its membership totals more than 125 accredited tissue banks and 2,000 individual members. These banks recover tissue from more than 30,000 donors and distribute in excess of two million allografts for more than 1.75 million tissue transplants performed annually in the U.S. The overwhelming majority of the human tissue distributed for these transplants comes from AATB-accredited tissue banks.