The Israel Project

REPORTING:

Under the direction of The Israel Project’s (TIP) COO/CFO, the Manager of Technology/Operations Support is responsible for managing TIP’s technology capability and information management systems in a variety of program areas. Other aspects of the position include managing TIP’S in-house technology system (including international network, telephone system and audio/video conferencing capability) and, on an ongoing basis, providing day-to-day technology support. This position is also responsible for overseeing TIP’s Operations Support unit and staff.

KEY RESPONSIBILITIES:

TECHNOLOGY RESPONSIBILITIES

• PRIMARY TASK: Working in conjunction the COO/CFO, service providers, TIP’s Technology Coordinator in TIP’s Jerusalem office and technology consultants, designs, identifies/recommends the purchase of hardware/software to enable transition of all network and telephone needs from a third-party vendor to an in-house system.
• Provides day-to-day technology support and ensures that all internal and “cloud” based TIP systems and data are backed up on a routine basis.
• Responsible for maintaining and troubleshooting all TIP-owned technology-related equipment.
• Manages inventory of all technology equipment in Washington, DC (desktop/laptop computers, network servers, printers, telephone system, mobile phone devices, wireless cards, etc.).
• Responsible for identifying the need for and recommending purchase of new and/or upgrade/replacement of all technology-related equipment, e.g. desktop/laptop computers; mobile phones, wireless cards, etc.
• Responsible for creating/setting up network logins for all TIP staff as approved by the COO/CFO.
• Responsible for creating, maintaining and deactivating email accounts for all TIP staff as approved by the COO/CFO.
• Schedules and carries out quarterly maintenance on all desktop and laptop computers.
• Serves as liaison to vendors for technology-related equipment and services.
• Analyzes technology expenditures to identify ways to reduce ongoing costs.
• Working in conjunction with COO/CFO and Human Resources Generalist, ensures that all technology-related equipment (telephone, desktop/laptop, mobile phone, wireless card, etc.) for new staff are set up and ready to go on the employee’s first date of employment; ensures that all staff are properly trained on how to access TIP’s network, email and telephone systems in house and from remote locations if needed.

OPERATIONS SUPPORT RESPONSIBILITIES

• Provides day-to-day oversight of TIP’s Operations Support unit including supervision of two Operations Support Specialists.
• Manages coverage of the main telephone line and greeting of guests.
• Manages the meeting setup process including room requests, supplies, equipment, room set-up, etc.
• Works with department heads on identifying and acquiring travel arrangements (air fare, hotels, trains, etc.)
• Manages inventory process for office equipment and supplies.
• Manages process for monthly postage reports.
• Manages process for handling of incoming/outgoing mail and packages.
• Responsible for ordering of all office supplies; furniture, equipment, laptop/desk top computers; cellular phones, wireless cards, etc.
• Responsible for maintaining and troubleshooting all TIP-owned office equipment, computers, printers/copiers, cell phones, wireless cards, etc.; overseeing equipment check-out; return process.
• Serves as liaison to vendors for office equipment for services and billing issues; reviews and approves appropriate monthly vendor invoices.
• Serves as liaison to Lessor for day-to-day functions involving mail and package delivery,
• Provides oversight for TIP’s petty cash fund; ensures monthly petty cash report/reconciliation is submitted to Finance Department in a timely manner.
• Analyzes all general office expenditures to find ways to minimize ongoing costs.
• Maintains hard-copy master files for office equipment purchases/maintenance agreements.
• Maintains master (locked) folder on “I” drive of ALL TIP vendor account numbers/log-ins; passwords, etc.
• Maintains an overall professional appearance of TIP’s DC offices.

Completes any other duties appropriate for the position of Manager, Technology/Operations Support as may be assigned by COO/CFO

SKILLS AND ABILITIES:

• Ability to utilize acquired knowledge and apply sound judgment in analyzing and organizing problems or work processes for automated solutions.
• Education and experience in applied database theory, computer architecture, internet/web programming, as well as a general business and contract background.
• Ability to present information effectively, both in writing and orally.
• Supervisory experience related to responsibilities of this position.
• Demonstrated ability to support and work well with end users.
• Knowledge of current hardware/software technology; especially utilization/integration of online (cloud) database and accounting systems; telephone systems, etc.
• Must be able to effectively plan/manage work flow on multiple projects simultaneously and manage project details with limited supervision.
• Ability to work in a fast-paced, deadline-driven environment required.
• Expert proficiency in Microsoft Office; with an advanced understanding of Word, PowerPoint, Excel and Outlook. Must also be experienced using Adobe Premier and/or similar types of software Packages.
• Willingness to work whatever hours are required to complete critical tasks in a timely manner.

EXPERIENCE:

• Minimum of 5 years of experience in a similar technology position; preferably in an organization with 40 or more employees.
• Minimum of 2 years of supervisory experience preferred.

EDUCATION:

Bachelor’s degree in technology and/or business administration required. Masters degree in a technical and/or business field highly a plus.

Industry certifications in key areas of technology, e.g. operating systems and software; hardware, networking and database, or other related disciplines preferred.

back to top

OPERATIONS SUPPORT SPECIALIST

REPORTS TO:
Under the day-to-day supervision of the Technology/Operations Support Manager, The Israel Project’s (TIP) Operations Support Specialist is responsible for activities related to general office support as follows:

KEY RESPONSIBILITIES:

General Office Support

• Function as “receptionist” for incoming guests.
• Primary, day-to-day telephone coverage
• Generate worksheet/files for producing mail merges
• Process incoming mail daily
• Primary, handling of the meeting setup process including room requests, supplies, equipment, room set-up, etc
• Prepare and monitor equipment and supplies for meetings; including preparing sign-out forms; preparing equipment and supplies for meetings; releasing equipment to staff and following up on return of equipment
• Handle in-house meeting set up and breakdown
• Maintain office and meeting supply inventory;
• Postage meter – run daily postage and ensure mail is sent out; prepare monthly postage report and submit to Finance; and track available postage balance.
• Handle daily conversion of Newseum project work as needed

Technology Support

• Assemble/disassemble and relocate desktop computers, printers, other peripherals for new staff or relocating staff.
• Configure desktops/laptops for new staff based on network login provided
• Provide trouble shooting support on desktop/laptop computer units/printers and other peripherals as needed.
• Handle monthly defrag and desktop/laptop clean up as scheduled
• Assist with backing up President’s laptop on a weekly basis, as needed
• Assist with setting up/trouble shooting MailStreet email accounts
• Assist with set up/trouble shooting of mobile phone service and units (generally Blackberry)

Other Support

• Assist with a variety of projects and activities including backup support for telephone service issues, presentation equipment usage, etc.
• Serve as backup to Operations Support Specialist as needed.
• Other duties as are appropriate for an Operations Support Specialist.

SKILLS AND ABILITIES:

• Knowledge and understanding of Israel required; fluency in Hebrew helpful but not required.
• Must be detail oriented;
• Must be able to effectively plan/manage work flow on multiple projects simultaneously and manage project details with limited supervision.
• Ability to work in a fast-paced, deadline-driven environment required.
• High level of proficiency in Microsoft Office; with an advanced understanding of Word, PowerPoint, Excel and Outlook plus Adobe PDF.
• Advanced knowledge and experience handling basic computer systems/printers and peripheral support- prior experience on a technology help desk, preferred.
• Demonstrated level of comfort working with data bases.
• Familiarization with presentation equipment, e.g. video projectors, PowerPoint projectors, overhead projectors, etc.
• Familiarization with office equipment, e.g. copy machines, printers, facsimile machines, etc.
• Willingness to work hard in a team environment.

EDUCATION AND EXPERIENCE:

• BA/BS degree required.
• Minimum of 2 years experience.