Administrative Manager

The Administrative Manager is responsible for leading the organization's day-to-day administrative operations and ensuring the systems behind our programs are organized, efficient, and sustainable.

Working closely with the Executive Director, the Administrative Manager will lead financial administration, grant administration, organizational systems, and executive support. This role also supervises the Communications & Operations Assistant and helps coordinate the internal operations that allow our staff and volunteers to focus on serving young people and our community.

This position is ideal for someone who enjoys creating order, improving systems, managing multiple priorities, and helping organizations operate at a high level.

• Coordinate with the organization's CPA by organizing and submitting monthly financial documentation, including receipts, invoices, bank statements, deposits, and expense records.
• Process employee expense reimbursements and maintain supporting documentation.
• Assist with payroll administration, timesheets, and employee reimbursements through the organization's Professional Employer Organization (PEO).
• Monitor recurring organizational expenses and assist with budget tracking.
• Prepare internal financial summaries and documentation for the Executive Director and Board of Directors.
• Maintain organized financial records and ensure timely completion of monthly accounting tasks.
• Maintain the organization's grant calendar and reporting schedule, and assist the Executive Director in preparing grant reports and submissions.
• Maintain organized grant files and supporting documentation.

• Manage the Executive Director's calendar, scheduling, and administrative priorities.
• Coordinates Board of Directors meetings, including assisting the Executive Director with scheduling meetings, preparing agendas, distributing board packets, drafting meeting minutes, and tracking action items.
• Assist with travel arrangements, meeting logistics, and organizational correspondence.
• Draft, edit, and proofread letters, reports, memos, and other organizational communications.

• Develop, document, and continuously improve organizational systems and Standard Operating Procedures.
• Maintain digital and physical filing systems.
• Manage office supplies, subscriptions, insurance renewals, and vendor relationships.
• Coordinate administrative support for organizational meetings, trainings, and special events.
• Ensure organizational records remain organized, secure, and accessible.
• Supervise, support, and provide regular direction to the Communications & Operations Assistant.
• Coordinate administrative needs across the staff team and help ensure that requests, decisions, and follow-up items are communicated clearly.

After one year in this role, success means:

• Monthly financial documentation is consistently organized and provided to the CPA on time.
• Board meetings are well-organized, with agendas distributed in advance and meeting minutes completed promptly.
• Grant reports and administrative deadlines are consistently met.
• Organizational policies, files, and Standard Operating Procedures are organized and maintained.
• Administrative systems are documented and continuously improving.
• The Executive Director spends significantly less time managing administrative tasks and more time focused on fundraising, partnerships, strategy, and organizational leadership.
• Staff members have the administrative support they need to do their jobs effectively.
• The organization operates with greater consistency, accountability, and efficiency.