Office & Administrative Services Specialist

POSITION TITLE:                   Office & Administrative Services Specialist, Consolidated Services

STATUS:                                 Full time / Exempt

LOCATION:                            Chicago, IL (On-site 5 days/week)

ABOUT NCSBN

The National Council States Boards of Nursing (NCSBN) is an independent, not-for-profit organization through which nursing regulatory bodies act and counsel together on matters of common interest and concern affecting public health, safety and welfare, including the development of nursing licensure examinations. Our mission empowers and supports nursing regulators in their mandate to protect the public. 

JOB SUMMARY

We are seeking a well-organized administrative professional to join our Operations division. The ideal candidate will bring value to the team by serving as the primary liaison for all shared workspace and supply orders, ensuring that our workspaces are well stocked, efficient, and safe.

Reporting to the Office & Administrative Services Manager, the Office & Administrative Services Specialist will work on-site to ensure staff cafés and workrooms are fully stocked and well-maintained, while supporting other various operational office services (e.g., new hire workstation prep, office maintenance and repair scheduling, virtual mailroom management, etc.). 

This role is a great opportunity for a detail-oriented professional who wants to develop their skills in office services and operations, while contributing to an organization committed to advancing nursing regulation and policy worldwide!

RESPONSIBILITIES

• Provides administrative support by overseeing and monitoring office supply and kitchen supply inventories, ordering supplies as needed to prevent out of stock conditions.  Receives, stocks, and distributes orders to staff and workrooms. Maintains common areas, conference rooms and orderly stocked workrooms including proper labeling of supply cabinets and conducting scheduled inventories.
• Supports the logistical needs of the organization by providing assistance with office and administrative services, including but not limited to onboarding and offboarding processes, monthly employee high 5s, creating ID badges, incoming deliveries, outgoing USPS mail, coordination and support of all staff meetings and digital mailroom administration.
• Identifies, monitors, and resolves general office facility maintenance issues. Communicates with vendors to resolve building maintenance, housekeeping, and work environment issues. Keeps staff informed regarding maintenance issues in building common areas.
• Serves as a resource to staff on general office procedures and operations including the operation and maintenance of general office machines and general office services including FedEx and USPS mailings, online office supply ordering, etc.
• Provides administrative and technical support to the Consolidated Services unit on special projects and initiatives including supporting the NCSBN all staff meetings.
• Acquires and maintains competent knowledge of relevant products, current support policies, and methods of support delivery to achieve established performance metrics based on standard operating procedures. Makes recommendations for continuous process enhancement. 
• Performs other duties as assigned.

QUALIFICATIONS

• Associate degree preferred with at least 2 years of professional experience in a similar role, or an equivalent combination of education and experience required
• Professional interpersonal skills
• Attention to detail, adaptability and flexibility in a fast-paced environment
• Computer skills:  Windows-intermediate; E-Mail-intermediate; Word-intermediate; Excel-intermediate
• Ability to lift and move bulk office supplies such as packs of soda and office supply shipping boxes.
• Computer Skills: Microsoft Office suite (Outlook, Word, Excel, PowerPoint); Zendesk Ticketing Application

COMPENSATION AND BENEFITS

The anticipated starting salary for this position is $42,000 - $47,000 annually. Actual compensation will be dependent on a candidate’s relev