Office Manager - SOFWERX

SOFWERX was established under a Partnership Intermediary Agreement (PIA) between the United States Special Operations Command (USSOCOM) and DEFENSEWERX (DWX).  SOFWERX is a platform designed and operated to increase collaboration and innovation, as well as explore, experiment and assess promising technology for USSOCOM. Its growing eco-system includes both traditional and non-traditional problem solvers with a focus on new, novel and provocative capabilities. SOFWERX is part of the DEFENSEWERX community of innovation hubs located throughout the U.S.   

Role: 

Serve as Office Manager for the SOFWERX innovation hub located in Tampa, FL, and report to the SOFWERX Deputy Director. Support DEFENSEWERX and SOFWERX plans and programs as a strategic partner with USSOCOM. Participate in Management meetings and execute SOFWERX priorities, manage administrative and financial requests, and contribute to functions essential for SOFWERX operations. Identify and recommend process improvements and tools for increased efficiency and workflow. Ensure procedures are implemented and enforced for systematic document retention, retrieval, archive, and disposal. Make timely decisions at the appropriate level and promptly advise the Deputy Director and/or Director of those decisions or actions required at his/her level.

Finances: Accurately report all SOFWERX financial and accounting activities for upper management and/or DEFENSEWERX. Direct and supervise the Contract Specialist. Apply Generally Accepted Accounting Principles (GAAP) for not-for-profit organizations and maintain a Defense Contract Audit Agency (DCAA) compliant accounting system (Unanet). Ensure compliance with federal and state laws, government contract regulations, and contract/grant requirements.  Draft, review, and analyze contracts/grants and various other agreements in alignment with company standards, including, but not limited to, Research and Development Agreements (RDA), Non-Disclosure Agreements (NDA), consulting agreements, and service agreements. Review and enforce appropriate internal financial control procedures based on company policy and best practices.  Accurately report the condition and status of all Collaborative Project Orders (CPO) budgets, resources, and programs to upper management and/or USSOCOM.  Formulate financial requirements to calculate CPO budget, cost and technical proposals, purchase orders/statements of work, including the collection of validating documentation.

Office Management: Manage and improve the processes, programs, policies, and practices associated with meeting the strategic and operational personnel objectives of the organization. Maintain a creative, collaborative, and productive atmosphere within SOFWERX. Direct all SOFWERX personnel functions through established company HR policies and practices, in partnership with DWX. Select personnel, direct workflow, and supervise the administrative/contracting staff and business interns. Oversee facility-related projects, routine maintenance, and facility cleanliness. Manage and report the operational budget, and expenses, and safeguard SOFWERX assets to ensure they are used effectively for business purposes. Maintain and report accurate inventory of all technical equipment and furniture.

Responsibilities: 

• Oversee CPO budgets and ensure compliance, which includes approval of weekly invoices, account organization, and managing fiscal documents ensuring expenses are charged to the correct CPO.
• Provide accurate weekly CPO budget updates to senior staff and prepare quarterly and annual reports of CPO performance for submission to USSOCOM, highlighting any unusual variances.
• Upload and maintain CPO budgets in the project management tool for SOFWERX PM use.
• Coordinate financial reporting activities with the DEFENSEWERX Controller. 
• Management of commercial banking and company credit card activities.
• Review and approve accounts payable and other bookkeeping actions in Unanet.
• Conducts monthly reconciliation of bank and credit card accounts and manages cash levels.
• Manage and update payroll actions in Unanet. 
• Construct CPO budgets in Unanet for accurate project management.
• Financial/audit compliance through financial reporting system (Unanet) oversight.
• Comply with US Department of Labor Office of Federal Contract Compliance requirements for government contracting/non-profit organization operations per the PIA with USSOCOM.
• Assist departmental managers with financial analysis and provide insights to assist them in achieving SOFWERX objectives.
• Support drafting and implementation of Cost and Tech Proposals (CPOs) including budget preparation and substantiating documentation.
• Effectively respond to HR concerns, coordinate with the DWX Corporate HR department, establish cross-departmental information flow, and facilitate cohesion of business operations.
• Oversee the purchase of office furniture, fixtures, and equipment, and maintain the aesthetics of the facility and a collaborative atmosphere.
• Maintain and/or develop relationships for cost negotiations with vendors and/or service providers, ensuring that all products and services are received, invoiced, and paid on time.
• Enforce established HR policies in coordination with the DWX Corporate HR department.
• Conduct annual company policy reviews and provide recommendations to the Deputy Director and/or Director.
• Maintain and coordinate office/employee records into central company HR documentation, including established processes of onboarding and offboarding personnel at the hub level.  
• Supervise hub HR functions to ensure all personnel files, time sheets, and personnel documentation is maintained in confidentiality and in compliance with all state and federal laws regarding privacy regulations. All personnel files shall be shared with the DWX Corporate HR department to be filed in a permanent location.
• Interview, hire, train, and supervise administrative staff and business interns in accordance with company policy.
• Conduct annual employee performance reviews, manage professional development initiatives, and act as mediation consultant for employee grievance issues.
• Oversee process controls for purchasing, sales, and cash transactions to ensure adequate segregation of duties and system controls.
• Track facility and related services to include the cleaning, repair, maintenance, and inspections and provide oversight of facility-related subcontractors.
• Oversee cash management of donation and swag accounts to ensure the best and most cost-effective use of those accounts.
• Ensure high-value purchases are added to inventory upon receipt per established procedures and conduct annual physical accountability of SOFWERX inventory.

Qualifications: 

• Must be able to obtain a DoD Security Clearance.
• Must have 5 or more years of management experience in teams of five (5) or more personnel.
• Education:  BS or BA Business degree desired, Accounting or Finance major preferred.
• GAAP and DCAA-compliant budget management database experience is required, Unanet experience is highly desired.
• Proficient in Microsoft Office Suite and Adobe Pro with advanced computer and writing proficiency. 
• Exceptional time management and organizational skills. Non-profit accounting operations and budgetary planning experience preferred.
• Familiarity with 1099 preparation and government regulations is highly desired.
• Professional attitude with well-developed interpersonal and communication skills.
• Must be willing and able to lead a team in a dynamic, rapidly changing environment.
• Must be able to lift 35 lbs.

DEFENSEWERX VALUES:

• Teamwork: Leverage our strengths to achieve our objectives
• Respect: Be honest and transparent in all activities while valuing the contributions
  and priorities of others
• Integrity: Honor commitments to all those we serve
• Be Human: Celebrate and appreciate the authenticity of people
• Empathy: Truly seek to understand and value others’ place and opinions
• Deliver: Deliver clear and measurable outcomes aligned to program and partner objectives

Applications will be accepted from all qualified persons. DEFENSEWERX does not discriminate in employment on the basis of race, color, religion, sex, national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, parental status, military service, or other non-merit factor. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Applicants requiring reasonable accommodation for any part of the application and hiring process should contact DEFENSEWERX directly.

While this job description is intended to be an accurate reflection of the essential job required, management reserves the rights to modify, add, or remove duties from jobs and to assign other duties as necessary.