The State-Amtrak Intercity Passenger Rail Committee (SAIPRC) is a multi-agency body whose members include 21 agencies in 18 states, Amtrak, and the Federal Railroad Administration. By working together, SAIPRC’s members aim to improve the intercity passenger rail network—to support the growing demand for rail travel and to encourage economic growth.
SAIPRC is hosted administratively by the Northern New England Passenger Rail Authority. In 2018, SAIPRC hired its first Executive Director to oversee activities and to establish a small, highly productive team. The SAIPRC board meets on a quarterly basis in Washington, DC and in rotating locations across the country.
The Office Manager will provide operational and administrative support to the SAIPRC Executive Director and a small team of staff (2-5). This position will be responsible for overseeing the day-to-day operations of a small office and engaging with SAIPRC’s host agency (NNEPRA) on key administrative functions (payments of invoices, expense tracking, and documentation of human resources policies). The position is responsible for start-to-finish planning and execution of SAIPRC’s quarterly board meetings and will assist the Executive Director in scheduling and outreach to SAIPRC members. The Office Manager is expected to be an independent and creative problem-solver. Part-time or a flexible work arrangement is a possibility for strong candidates through either abbreviated days or 3-4 days a week. A partial telecommuting arrangement or a partially remote work location may be considered.
Manage and coordinate logistics for SAIPRC’s quarterly board meetings from start to finish, in coordination with SAIPRC’s contractors, including finding and securing venues, negotiating meeting-related contracts with venues and suppliers, overseeing room configurations, managing budgets, overseeing all day-of logistics, and review invoices and expense reports. Work will be performed in coordination with SAIPRC’s contractor (the American Association of State Highway and Transportation Officials), which handles payments, invoices, and travel expense reports for all meetings.
Support financial coordination with SAIPRC’s host agency (NNEPRA) by tracking and categorizing all expenses and submitting required documentation (invoices, receipts, justifications, etc.) for all SAIPRC expenses.
Responsible for scheduling meetings and maintaining the Executive Director’s detailed schedule, including coordination with managers and senior staff in other transportation organizations (e.g. managers of State Departments of Transportation, Vice President of Amtrak, Executive Directors of transportation authorities).
General administrative support to the Executive Director to potentially include answering phone calls, reviewing email, maintaining calendar, arranging travel, and other administrative activities.
Track travel activities, prepare expense reports, and generate monthly reimbursement requests for senior staff.
Maintain and order office supplies and equipment as needed, including tracking inventory of supplies, maintaining a list of all equipment purchased, placing orders, and evaluating potential new supplies or equipment options.
Maintain SAIPRC’s existing filing system, including the collection and storage of electronic invoices, receipts, meeting planning information, meeting attendance information, and other administrative files.
Support the management of SAIPRC’s office facilities, by coordinating with SAIPRC’s building manager(s) on business matters and potential building issues and by helping review potential options for new space in the future.
Maintain SAIPRC’s formal list of members, including an Excel spreadsheet of current members, contact information and relevant email lists for all SAIPRC working groups and sub-committees, and storing each agency’s electronic documents that formalize membership SAIPRC.
Assist in keeping all office functions and processes in line with standard practices (e.g. posting OSHA and Federal and NYS Labor Law information) and establishing safety and emergency procedures.
Ensure that onboarding and offboarding procedures and protocols, as specified by the Executive Director, are completed for all new or departing staff.
Minimum qualifications and experience
Administrative experience working in a fast-paced office environment and comfort working with managers and senior-level executives.
High school diploma or equivalent.
Proficiency in MS Office, including use of MS Excel, Power Point, and Word.
Experience preparing spreadsheets and word documents.
Demonstrated strong verbal and written communication skills.
Very strong interpersonal skills to handle sensitive situations and confidential material.
Bachelor’s Degree in Business Administration, Human Resources, or equivalent combination of education, training and work experience
Five or more years or experience
Experience planning and executing events or large meetings
Experience with additional office software, such as Adobe Acrobat, Dropbox, and Office 365 email lists
Position entails constant or frequent use of a computer keyboard, monitor and mouse to perform a variety of tasks.
Position will support a fast-paced, time sensitive environment with frequently changing priorities. The position will frequently handle multiple projects simultaneously.
Location and hours
SAIPRC’s office is currently located in New York City. This position is expected to be based in New York (but candidates in Washington DC may be considered). While the Office Manager is currently a full-time position, part-time or a flexible work arrangement is a possibility for strong candidates through either abbreviated days or 3-4 days a week. A partial telecommuting arrangement or a partially remote work location may be considered.
How to Apply
Email a resume and cover letter to jsteinemann[at]saiprc.com by February 22, 2019.