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Community (Office) Manager

Posted by
Polaris
|
Washington, DC
New
|
Published 15 days ago

Position: Community (Office) Manager

FLSA Status: Full time, Exempt

Reports to: Chief People Officer

Direct reports: None

Location: Washington, DC (remote until return to in-person operations)

Date Issued: July 2021


About Mission

Polaris is leading a data-driven social justice movement to fight sex and labor trafficking at the massive scale of the problem - 25 million people worldwide deprived of the freedom to choose how they live and work.

For more than a decade, Polaris has assisted thousands of victims and survivors through the U.S. National Human Trafficking Hotline, helped ensure countless traffickers were held accountable, and built the largest known U.S. data set on actual trafficking experiences. With the guidance of survivors, we use that data to improve the way trafficking is identified, how victims and survivors are assisted, and how communities, businesses and governments can prevent human trafficking by transforming the underlying inequities and oppressions that make it possible.


About Opportunity

Polaris seeks a high-performing Community (Office) Manager to work closely with its Chief People Officer, in managing day-to-day central operations infrastructure and workplace culture. The Community (Office) Manager will be the “face” of Polaris responsible for building a culture of belonging and collaborative environment among everyone that comes into the Polaris office space.

The successful candidate will be organized and able to manage multiple priorities in a fast-moving and rapidly changing environment. The Community (Office) Manager will be required to facilitate the best use of time, prioritizing short-term and long-term projects, anticipating the facility needs of the organization, interfacing with building management, departments of the organization and a wide variety of external partners, and diplomatically communicating on behalf of and in partnership with the Chief People Officer. The Community (Office) Manager will manage confidential information and will be expected to maintain strict confidentiality and exhibit discretion, good judgment and professionalism in all activities. 


Essential Responsibilities

Central Operations

  • Support the Chief People Officer (CPO) in managing day-to-day operations and overall workplace culture; 
  • Reinforce Polaris’s values of inclusion by creating a warm and welcoming first impression and culture; 
  • Manage all central operations to include creation and/or maintenance of manuals, guides, protocols, systems, databases, technology, and other operational resources; 
  • Develop and manage emergency, safety and security policy and procedures for central operations and collaborate with central operations staff to ensure cohesion into overall organizational policy and procedure;
  • Facilitate appropriate emergency response during inclement weather and/or other emergencies;
  • Ensure Polaris office is adequately stocked to include inventory management and loss prevention control; work to ensure Polaris staff have easy access to general office supplies/tools onsite and remotely;
  • Manage office space including: overseeing seating assignments and space allocations, and basic décor;
  • Manage relationship with property management, vendors and other service providers to ensure efficiency and organization of services; 
  • Manage contract and price negotiations with office vendors, and service providers;
  • Analyze spending trends; adapt/modify to increase cost-effectiveness and alignment with organizational values;
  • Assist Chief People Officer with annual office management budget;
  • Oversee visitor management system, ensuring that all visitors to Polaris office space are tracked and provided with access and permissions as appropriate;
  • Ensure conference rooms are properly stocked, organized, and scheduled for efficient use; 
  • Perform regular walk-throughs of the office to ensure cleanliness, safety, and good repair;
  • Maintain central office intranet page and other communication command centers; 
  • Manage distribution and recovery of all key fobs that access Polaris office;
  • Receive, sort and distribute incoming mail;

COVID-19 Safety (temporary assignment)

Under guidance of the Chief People Officer:

  • Create and/or update health and safety protocols, and other business continuity procedures;
  • Ensure that all personnel know and follow established safety procedures in accordance with safety protocols and re-entry plan; 
  • Manage infection control plan to include plans for employee COVID-19 exposure;
  • Make appropriate updates based on evolving guidance from the Washington, D.C. government and other governing agencies; 
  • Stay familiar with all relevant resources available on CDC, OSHA, and other relevant sources; 
  • Serve as the first level contact and response for COVID-19 safety and compliance concerns;
  • Conduct virtual or in-person COVID-19 safety assessments; 
  • Assist supervisors with the assessment and reporting of suspected/probable COVID-19 cases.
  • Serve as resources to Polaris staff to address concerns related to COVID-19 safety precautions. 
  • Provide masks and disinfecting agents to employees, ensuring the office is properly cleaned.
  • Ensure COVID-19 Business Signs are prominently posted near building entrances and common areas.

Workplace Culture

  • Collaborate with the Human Resources team to support onboarding and offboarding, and other events;
  • Routinely celebrate employees milestones and achievements through employee appreciation programs; 
  • Participate and actively engage in the workplace culture Employee Resource Group;
  • Train employees on hybrid workplace culture;
  • Manage Ops@ email inbox; 
  • Other duties as assigned.

Requirements

Required Qualifications:

  • Minimum five years of office management work experience, with increasing complexity, in a fast-paced environment;
  • Project management expertise and knowledge of project management approaches, tools, and phases of the project life-cycle; 
  • Passion and drive to create and engage in a culture of belonging; 
  • Critical, analytical, and strategic thinker with commitment to innovation and creative problem solving in the face of obstacles and resource limitations; 
  • Superior oral and written communication skills;
  • Excellent professional judgment and comportment in both external and internal settings;
  • Speed and efficiency in performing tasks with the ability to absorb new information quickly; 
  • Demonstrated resourcefulness, proactivity, and instincts for what would be helpful;
  • Proven ability to act with sound integrity, tact, and discretion as well as excellent interpersonal and relationship-building skills; 
  • Previous experience handling confidential and sensitive information; 
  • Ability to excel cheerfully in a fast paced and high performing environment with high standards.

Preferred Qualifications:

  • Passion for combatting human trafficking and modern slavery; and
  • Hunger to learn and grow as a professional with interest in organizational development, nonprofit management, social entrepreneurship, or human rights.

Communication:

  • Internal: Ability to communicate with supervisors and peers
  • External: Ability to create a welcoming environment

Working Conditions: 

  • Typical office setting
  • Temporary virtual setting due to COVID-19. 

Physical Requirements:

  • Prolonged sitting, chiefly at a computer terminal; 
  • Occasional bending, stooping and stretching;
  • Requires eye-hand coordination and manual dexterity sufficient to operate a computer, telephone, copier, calculator, and other office equipment; 
  • Requires normal range of hearing and eyesight to record, prepare, and communicate in writing, in person and by phone; and 
  • Requires occasional lifting up to 25 pounds. 

Organization Background 

VALUES: Polaris is grounded in a set of values and organizational beliefs and strives to model and embody these values in all that it does. 

We work with humility and a spirit of service. We serve a mission that is bigger than ourselves, and we recognize that we cannot do this work alone. We foster a caring community of mutual support, and we actively pursue collaborations and partnerships to expand our reach. 

Victims’ and survivors’ experiences ground our efforts. We honor the dignity, agency, and resilience of victims and survivors of slavery, both past and present. We serve, work alongside, and stand in solidarity with those who have been most affected by modern slavery. 

We strive for inclusion and equity. We engage different perspectives to inform our decisions, actions, and positions. We create opportunities that empower individuals of diverse backgrounds and circumstances. We acknowledge the structural inequities that lead to human trafficking and modern slavery, which drives us to create just and equitable solutions. 

We approach our work with courage. We promote a culture of inquiry, innovation, risk-taking, and continuous learning. We are resilient and evolve when faced with obstacles or failure. We recognize that what is typical or traditional is not always optimal. 

We create positive impact and achieve results. We leverage and cultivate the strengths of our staff, and we work with discipline, integrity, and a commitment to excellence. We embrace a measurement culture to track our progress. We view impact holistically, considering multiple sectors and the effects on individuals’ lives, as we pursue systemic and social change to eradicate modern slavery


DIVERSITY STATEMENT:

Polaris designs and implements data-driven strategies to prevent and disrupt human trafficking, and restore freedom to survivors. Achieving this ambitious goal requires both trafficking-specific systemic interventions and broader cultural and structural shifts that reduce the inequities that lead to human trafficking. While Polaris alone cannot build a more diverse, just, equitable, and inclusive society, both the success of our work and our organizational values require modeling in the workplace the change we want to see in the world.

This means cultivating a workforce, organizational culture, and priorities that respect and celebrate a dynamic, multi-disciplinary team made up of individuals with different identities, lived experiences, and backgrounds. Within both our team and across every part of our work, we strive to integrate and elevate the full range of survivor voices.

This is a living commitment. Diversity, equity, and inclusion are values to be manifested daily, in the work we do, the decisions we make, and the way that we treat each other and the people we seek to serve. This means creating space where staff can be included, heard, valued, and set up for success, and where everyone feels empowered to bring their full, best selves to work. We will not check boxes and consider it done. We will push new innovations and different ways of thinking, and treasure the community built and strengthened by each of our contributions.

 

Position: Community (Office) Manager

FLSA Status: Full time, Exempt

Reports to: Chief People Officer

Direct reports: None

Location: Washington, DC (remote until return to in-person operations)

Date Issued: July 2021


About Mission

Polaris is…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Professional Level
    Managerial

Benefits

Polaris offers a competitive total compensation package.

Polaris offers a competitive total compensation package.

Level of Language Proficiency

English proficiency required. Spanish proficiency a plus!

English proficiency required. Spanish proficiency a plus!

Location

Temporarily Remote
Work must be performed in or near Washington, DC
Associated Location
Washington, DC, USA

How to Apply

Please use the link below to apply.

https://recruiting.paylocity.com/Recruiting/Jobs/Details/711755

Please use the link below to apply.

https://recruiting.paylocity.com/Recruiting/Jobs/Details/711755

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