Associate Director of Administrative Services

Who We Are:

The Orthodox Union (OU) is the largest Orthodox Jewish organization in the United States. Founded in 1898, the OU supports a network of synagogues, youth programs, Jewish and Religious Zionist advocacy programs, programs for the disabled, localized religious study programs, and international units. The OU maintains a kosher certification service, whose circled U symbol is found on the labels of many kosher commercial and consumer food products.

Position Overview:

We are seeking a detail-oriented and organized Associate Director of Administrative Services to assist in maintaining the operational efficiency of our facilities and support various administrative and operational tasks. The Associate Director of Administrative Services will report to the Director of Administrative Services.

Duties, Responsibilities and Accountabilities:

Core Responsibilities:

• Oversee procurement processes for mailroom and café areas. 
• Manage HVAC and Building Management Systems (BMS). 
• Work with Legal and Procurement on insurance and contracts with major vendors.
• Manage all auto insurance claims, run Motor Vehicle Reports (MVRs), and develop MVR guidelines.
• Manage company vehicles, titles, and registrations.
• Oversee Orion Fleet Intelligence and EZPass/violation bills.
• Annually gather and update information for insurance renewals.
• Serve as the liaison with the OU’s risk management consultant for claims, inquiries, and renewals.
• Manage ID access and maintain the access control system at Headquarters and other regional offices. Ensure proper access levels are granted and updated as needed.
• Manage all vendor invoices accurately and in a timely manner. Allocate invoices to appropriate departments as needed.
• Maintain and oversee mobile device services, ensuring cost-effective mobile device management, tracking usage, optimizing wireless plans, and troubleshooting billing discrepancies.

Secondary Responsibilities:

• Support HQ based event planning and execution, including facilitation of setup, liaising with departments and event organizers to ensure all organizational oversight criteria are being met and coordinating with mailroom staff for support.
• Manage conference room calendars to avoid scheduling conflicts.
• Oversee relationship with third party security services and manage onsite security at various properties as well as offsite events. 

Qualification Requirements:

• Bachelor's degree
• 2+ years working in a logistics or operations role engaging with multiple stakeholders across multiple locations.
• Strong organizational and multitasking abilities.
• Familiarity with event coordination and vendor management.
• Basic knowledge of fleet management and insurance processes a plus.
• Excellent communication skills and ability to liaise effectively with various departments.
• Detail-oriented with a focus on accuracy in billing and invoice processing.

Salary and Benefits:

The salary for this position is between $65,000 and $80,000, commensurate with experience.  

We offer employee-sponsored healthcare, dental and vision plans. 

Other benefits include: 

• Paid sick days
• Paid vacation days
• Paid Jewish and most Federal holidays
• Discounted continuing education
• Paid parental leave
• Short Fridays to accommodate for the Sabbath
• Free life and disability insurance)
• 403(b) retirement plan, which the OU will contribute 5% of your wage towards retirement savings after you contribute at least 2% (only eligible after 3 years of continuous service)