Pandemic Prevention Institute Operations Manager
- Employer
- ROCKEFELLER FOUNDATION
- Location
- Washington, DC
- Closing date
- Jan 24, 2022
View more
- Industry
- Other
- Function
- Management, Operations / Logistics, Program Manager
- Hours
- Full Time
- Career Level
- Experienced (Non-Manager)
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Position Overview:The Pandemic Prevention Institute (PPI) aims to help the world detect, prevent, and mitigate pandemic threats to achieve containment as quickly as possible. We are an independent, nimble collaborator with the global community working toward an early warning system for the world. With a growing global network, PPI will harness data to drive decision-making that prevents pandemics. Our partnerships span public, private and academic sectors. We're working on Covid-19 today and pandemic prevention for the future.The Rockefeller Foundation seeks an Operations Manager to join a dynamic Pandemic Prevention Institute team, who is experienced and willing to play a critical role in enabling the Institute team to execute groundbreaking work by supporting the smooth functioning of operations.The PPI Operations Manager reports to the Managing Director, Operations and will be responsible for ensuring that all operational elements of Pandemic Prevention Institute's Washington office are managed professionally, proactively, and efficiently.Location and Workstyle: Washington, DC and we are currently remote.Principal Duties and Responsibilities:New Buildout: The PPI Operations Manager will coordinate with both Pandemic Prevention Institute and Rockefeller leadership, landlords, architects, outside counsel, builders, and city authorities regarding all phases of the office buildout including but not limited to:Coordinate with PPI leadership to develop guidance around budget, space requirements and organization needs.Serve as PPI/Rockefeller project manager regarding strategies relating the design, procurement, and construction of the space/project.Prepare and regularly update a project master schedule and monthly progress reports.Manage interface with architect, construction manager, engineer, and all other vendors. Coordinate and chair regular project team meetings with construction manager, architect, AV designer and other key consultants. Produce agendas, meeting minutes and project checklists.Facilitate communication between architect(s) and senior staff to develop and finalize space designPrepare RFP's relative to additional potential consultants and contractors.Coordinate and review progress payment requests from contractors and consultantsMaintain financial records including a monthly statement and budget update.Review, evaluate and negotiate change order proposals.Work with design firm to manage acquisition of furniture and fixtures for space.Perform other duties needed for the design, renovation, and completion of the space.New Organization Establishment: The Pandemic Prevention Institute is an incubated project of the Rockefeller Foundation that will eventually become independent. Related to that process, the PPI Operations Manager holds the following duties:Ensure all registrations are completed according to both federal and DC Government requirements such as business license, biennial filings, articles of incorporations, etc.Support the development of administrative and HR processes as they become necessarySupport the onboarding of new PPI employeesDrafting an office procedure manualLiaise with Rockefeller Foundation administrative and operational staffOperations Management:Space Planning: Allocate seating assignments and design floorplans for new and departing staff members, including visiting staff, consultants, fellows, and temporary support.Office safety protocols: Works with MD to manage COVID safety protocols and office safety protocols.Facilities Coordination: Liaise with building management, security team, and external vendors/contractors for scheduled deliveries, maintenance requests, and on-site trainings.Vendors Contract management: Procure vendors and manage contracting process. Approve and submit invoice for payments.Event Coordination: Manage utilization of meeting/event space, systems, and resources. Oversee all conference room standard operation procedures (SOPs) including audio visual, catering, guest requests, room set-ups, large group check-ins, and capacities of all event spaces.Ensure that all office equipment and technology is operating effectively, office supplies are available, contracts and other financial arrangements are in order, and furniture and other needs are met.Perform other activities essential to the day to day management and operation of the PPI office.Supervision Exercised: This role may manage staff.Education, Experience and Skills:Bachelor's degree or equivalent experience.Minimum 7 years related experience, including minimum of 5 years managing support staff.Ability to manage people and teams to conceive research, analyze, develop, and implement projects, new ideas and strategies to successful completion. Sets agendas and timelines for their own work and for that of others to meet the demands of a complex dynamic function.Entrepreneurial and strategic mindset, with demonstrated experience leading work independently from strategy to execution, ensuring accountability for results along the way.Deep experience in developing and managing vendor relationships.Excellent interpersonal skills and ability to engage effectively with a wide variety of people, across teams and organizations, with an ability to inspire trust and to motivate staff and partners.Experience with budget management, including planning, creation, implementation, and tracking.Proven project management skills, with an ability to work independently, under pressure, coordinating effectively across multiple stakeholders on a variety of projects to get things done.Possesses excellent interpersonal skills and is effective in developing positive and productive relationships with all levels of staff and management across an organization.Demonstrated passion for the mission of the Pandemic Prevention Institute.Computer proficiency in MS Word, Outlook, Excel, PowerPoint and Internet search skills and ability to learn new applications quickly. Qualifications and Competencies:Communication: Has excellent interpersonal abilities including strong listening, writing and verbal skills; demonstrates assertiveness and effectiveness in presenting their ideas to a variety of internal and external audiences and for multiple and diverse purposes.Decision-Making: Has the ability to evaluate risks and opportunities; uses analytical and problem-solving skills; takes initiative and drives for results; is able to prioritize their own work and the work of others and understands how their work fits into the team and the overall work of the Foundation.Execution: Has strong project management skills; manages their own time well and provides the necessary guidance and direction to others that allows them to successfully meet deadlines; has a sense of urgency and takes responsibility for their work and how it impacts the rest of the team; is able to juggle multiple tasks simultaneously; is able to multi-task and works well under pressure; employs attention to detail with their work and has high standards for accomplishing their work.Integration: Accesses functional and substantive expertise organizationally and accomplishes their work with inclusiveness and collaboration.Leadership: Thinks innovatively and creatively about their work, has strong negotiation skills which enable them to work effectively and efficiently across a large amount of work, people and all internal and external constituencies and demonstrates accountability for their work.Partnership and Relationship Building: Has strong professional presence and can be seen as a key representative of the Foundation and the Employee Services team; has intercultural knowledge and appreciation; and possesses strong strategic partnership-building skills.Strategic Ability: Anticipates future opportunities and consequences, demonstrates an innovative and flexible approach to work, and can spot patterns and organize chaos into a coherent plan and implement it well.People Management: Has the skills to manage a team and approaches managing people as one that employs teambuilding, skill-building and overall staff development and engagement.Diversity, Equity, and Inclusion: Committed to the mission of the Foundation, to inclusion, equity, and diversity in every aspect of your work, and to challenging conventional wisdom through evidence, reason, and amplifying dissenting, unconventional, and marginalized voices.The Rockefeller Foundation intends at present to form, establish, and launch a global institute for precision pandemic prevention for rapid pathogen threat detection, evaluation, and action (the "Institute"). This position will begin at the Foundation and may be transferred or assigned to the Institute. Such transfer or assignment, if at all, would in all aspects be subject to the Foundation's sole discretion.As an organization, we focus on six values to advance our culture and to continue our success. We are dedicated to being Transparent, Optimistic, Accountable, Collaborative, Trusted and Equitable. We operate from a strong commitment to equity, diversity, and inclusion in everything that we do. It's not only the right thing to do - we couldn't make an impact without the diverse perspectives and experiences of our team members. We expect all employees at the Foundation to contribute by developing their unique perspective and talent, and to challenge conventional wisdom through evidence and reason, and by amplifying marginalized voices.The Rockefeller Foundation is committed to the principles of equal employment opportunity and to compliance with all federal, state, and local laws concerning employment discrimination, including the Americans with Disabilities Act. To this end, the Foundation ensures equal opportunity to all employees and applicants regardless of race, color, age, gender, sexual orientation, religion, marital status, national origin or ancestry, citizenship, lawful alien status, physical, mental, and medical disability, veteran status or liability for service in the United States Armed Forces.The Rockefeller Foundation is an Equal Opportunity Employer.
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