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Administrative Manager
3 months ago
Administrative Manager
Position Overview:
The Administrative Manager will play a crucial role in ensuring the smooth and efficient operation of the organization’s daily activities. This position involves managing office operations, functions as the assistant to the Executive Director, and supports Program Management and service delivery staff. This position will also play a key role in developing and implementing policies and procedures to enhance service delivery and ensure compliance with organizational and New Mexico Early Childhood Education and Care Department regulations.
The ideal candidate is detail-oriented, possesses excellent communication skills, is able to maintain a high level of confidentiality, takes direction, and is committed to supporting the administrative functions that allow our team to serve our community effectively and support our mission-driven work.
Key Responsibilities:
· Administrative Management: Manages overall in person day-to-day operations of nonprofit, maintains confidential reports, and acts as main point of contact in the Executive Director’s absence
· Executive Assistant to Remote Executive Director: Supports the remote Executive Director in the operation of a successful nonprofit organization, provides project oversight, and performs special duties as assigned
· Budgetary Assistance: Assists Executive Director in maintaining financial records, submits reports and billing documentation to out-sourced CPA firm, State of New Mexico, and other funding sources. Together with the Executive Director pays monthly bills, including staff travel and other reimbursements
· Human Resources Support:
o Manages QuickBooks Payroll system, submits bi-weekly payroll, tracks employee leave records, and maintains employee paper and cloud-based files
o Assists Program Management in the onboarding process for new employees, including setting up workspaces, coordinating orientation schedules, and in coordination with Program Management organize and track staff curriculum training
· Document Management: Organizes and maintains confidential files, documents, and records, ensuring they are easily accessible and up to date
· Administrative Support: Provides administrative support to Programs, Program Manager, and other staff. Order supplies, track program expenditures, and scheduling community events
· Office Administrative Support: Be the first point of contact for the organization, answering phone calls, responding to email, answering programmatic questions, and assisting with client enrollment
· Ongoing Training: Participating in all training of line staff for understanding of program function
· Process Improvement: Identify areas for improvement in operational processes and in coordination with the Executive Director implement strategies to enhance efficiency, reduce costs, and improve quality
· Social Media Management: Coordinate with Program Management and Executive Director to promote the organization and services. Regularly updates all social media accounts and recognizes opportunities to promote the organization within the counties we serve.
Qualifications:
- Must have proven experience as an Office Manager, Administrative Assistant, or similar role.
- Must have familiarity with office management procedures and basic accounting principles.
- Strong organizational and time management skills with the ability to prioritize tasks and meet deadlines.
- Excellent communication, interpersonal skills and has a high level of emotional intelligence.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
- Ability to handle confidential information with discretion.
- A commitment to the mission and values of our organization.
- Ability to work independently and as part of a team
Preferred Qualifications:
- Bachelors’ degree in related field of study, or 4 years of equivalent employment experience
- Experience working in a nonprofit organization.
- Experience with QuickBooks and QuickBooks Payroll.
- Basic understanding of human resources best practices.
- Experience working tribal and rural communities
Mandatory Background Check: All employees of our organization must undergo an extensive background check relating to working with children. Anyone who has a history of involvement with New Mexico CYFD, or child protective services in another state is immediately disqualified from employment with our organization.
Compensation: This is a full-time salaried position with a salary range of $50,000 to $55,000. We offer 50% employee contribution medical, dental, and vision insurance, generous vacation and sick leave.
Working Schedule: Monday – Friday 9:00am to 5:00pm or 8:00am to 4:00pm
Occasionally, there may be times you would be required to work on weekends or evenings, in which case flextime is available under those circumstances.
To Apply: Send cover letter and resume to b8860289@gmail.com
Applications without a cover letter will be automatically rejected
Applications without answering the following questions will also automatically be rejected
1. What interests you in this position
2. What experience do you have that applies to the position
3. When are you available to start - please provide exact date
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law
