Office Manager

TITLE: Office Manager

STATUS: Exempt

LOCATION: New York, NY (Hybrid)

REPORTS TO: Senior Vice President, Policy and Program

Improving Health Care for Every New Yorker

United Hospital Fund (UHF) is dedicated to creating an effective and equitable health care system for all New Yorkers. As an independent nonprofit, we analyze public policy, unite diverse stakeholders, and support innovative programs to improve health and health care. Our mission includes breaking down barriers in health policy and delivery to ensure equitable health opportunities.

About the Role:

We are seeking a highly organized and proactive Office Manager to provide essential administrative and operational support to the policy and program division with a special focus on activities in the Medicaid department. The Office Manager will be adept at managing diverse tasks, prioritizing effectively, and fostering a collaborative and efficient work environment across the division.

Key Responsibilities:

• • Administrative Support: Provide comprehensive administrative support to the department directors, including managing calendars, scheduling meetings (internal and external), preparing agendas and meeting minutes, handling correspondence, and managing phone communications.
  • Meeting and Event Coordination: Coordinate logistics for various meetings, workshops, and stakeholder convenings, including securing meeting spaces, arranging catering, preparing materials, managing virtual meeting platforms, and providing on-site support as needed.
  • Travel and Expense Management: Arrange travel for department staff, including booking flights, accommodations, and ground transportation, and assist with the processing of expense reports.
  • Office Organization and Supplies: Maintain organized office systems, manage office supplies and equipment, troubleshoot minor technical issues, and liaise with IT and facilities as needed to ensure a functional and efficient workspace.
  • Project Support: Assist with administrative tasks related to project management, such as tracking project timelines, organizing project documents, and supporting the preparation of reports and presentations.
  • Data and Information Management: Organize and maintain files and records (electronic and physical), ensuring data privacy and security protocols are followed. Assist with the dissemination of information to internal and external stakeholders.
  • Contract and Vendor Management Support: Assist with administrative aspects of managing consultants and subcontractors, including processing invoices and tracking deliverables.
  • Stakeholder Communication Support: Support the project teams with administrative tasks related to stakeholder communication, including managing mailing lists, assisting with the preparation of online communications, and supporting the deployment of the stakeholder portal.
  • Financial Administration Support: Assist with basic financial administrative tasks, such as processing invoices, payment requisitions, and tracking departmental budgets.
  • Cross-Departmental Collaboration: Foster effective communication and collaboration across supported departments, ensuring a cohesive and supportive work environment.
  • Supervisory Experience: Provide guidance and support to administrative support staff including delegating tasks, providing training, and ensuring efficient workflow.

Required Qualifications:

• • Experience: Minimum of 5 years of experience in office management, administrative support, or a related role, preferably within a health care, research, or non-profit environment.
  • Organizational Skills: Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks and prioritize effectively.
  • Communication Skills: Excellent written and verbal communication skills, with the ability to interact professionally with internal and external stakeholders.
  • Interpersonal Skills: Strong interpersonal and collaboration skills, with the ability to work effectively with individuals at all levels of the organization.
  • Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfortable using virtual meeting platforms.
  • Problem-Solving Skills: Ability to proactively identify and resolve administrative and operational issues.
  • Discretion and Confidentiality: Ability to handle sensitive information with discretion and maintain confidentiality.
  • Proactive Approach: A proactive and resourceful approach to anticipating needs and providing solutions.
  • Supervisory Skills: Demonstrated experience in providing guidance or informal leadership to other administrative staff or the willingness and aptitude to develop these skills.

Preferred Qualifications:

• • Experience supporting multiple departments or teams simultaneously.
  • Familiarity with the health care or non-profit sector.
  • Experience with project management software or tools.
  • Associate's or Bachelor's degree in business administration or a related field.

Application Details

Applicants can apply for the Office Manager position by visiting our career page https://uhfnyc.org/about/careers/

Application deadline for first round consideration is July 3, 2025

Required documents:

• Resume
• Cover letter

Salary: $80,000-$120,000

• This position is externally funded and continued employment is contingent upon the ongoing availability of that funding. It is anticipated to continue through at least March 31, 2027.

Compensation and Benefits: United Hospital Fund offers a competitive salary commensurate with experience combined with generous benefits, including health, dental, voluntary vision, life, and disability insurance; a 403b retirement plan; paid time off; a commuting subsidy; collegial environment.

United Hospital Fund is an Equal Opportunity Employer committed to cultivating a diverse and inclusive workplace. Applicants receive consideration for employment without regard to race, creed, color, ethnicity, national origin, religion, sex, sexual orientation, gender identity, gender expression, age, physical or mental ability, veteran status, military obligations, citizenship, and marital status. People of color, all faiths and abilities, women, immigrants, veterans, LGBTQIA2S+ people, and those with lived experiences in the communities we serve, are strongly encouraged to apply to join our team.