Administrative Manager

5 days ago

Denver, Colorado, United States Cystic Fibrosis Foundation Full time
Job Title: Administrative Manager

The Cystic Fibrosis Foundation is a leading healthcare nonprofit organization dedicated to advancing the mission to find a cure for cystic fibrosis and providing opportunities for people with CF to lead long, fulfilling lives. We are seeking an experienced Administrative Manager to join our team and support our chapter operations.

Job Summary:

The Administrative Manager will work independently to manage projects, ensure audit processes are followed, and provide support and expertise to the Executive Director. This role will also be responsible for communicating and raising awareness about CF and the work of the Cystic Fibrosis Foundation in collaboration with the chapter.

Key Responsibilities:
  • Oversee and ensure that office administrative functions are effectively carried out, providing administrative support to the Executive Director and development staff, and ensuring that operations and events are conducted in compliance with CFF policies.
  • Perform a range of administrative details, including database management, preparing correspondence, forms, documents, and monitoring day-to-day administrative functions of the chapter.
  • Assist with compliance initiatives and efforts.
  • Assist with reports, email communications, and logistics for events.
  • Coordinate with team members to pull mail lists and reports as needed for emailing and mailing campaigns.
  • Serve as the primary liaison between national IT and operational support staff and chapter staff.
  • Participate in bi-monthly Field Operations conference calls and relevant national calls, ensuring information is disseminated to chapter staff members.
  • Order office supplies, maintain equipment, and ensure new staff have needed equipment.
  • Open mail and prepare postage meter reimbursements; travel to the Post Office as required.
  • Coordinate with Sr. Admin. and ROS to ensure multi-chapter revenue is processed efficiently.
  • Collaborate with development staff to secure and submit venue contracts and permits needed for events, as well as the ordering and creation of other events/solicitation materials.
  • Organize event-day supplies and work with volunteers, family members, and guests requiring assistance, including troubleshooting issues with mobile bidding, adding guests, registrations issues, and other event support.
  • May manage chapter programmatic non-revenue initiatives such as Grampions, Advocacy, and/or Care Center relations.
  • Manage databases, including CFF Auction, ensure auction entry review process followed, and then produce bid sheets and supporting materials.
  • Answer the phone, monitor the chapter mailbox, and respond to inquiries.
  • Carry out all responsibilities in compliance with Foundation policies and procedures.
  • Reconcile P+L statement monthly.
  • Calculate Fair Market Values in accordance with pre-event reports and process event payments.
  • Process matching gift forms and invoices for outstanding revenue after events; prepare chapter donor financial and in-kind receipts; maintain chapter accounting files.
  • Assist in submitting contracts and invoices through Workday.
  • Assist Executive Director as needed with year-end projections report.
  • Responsible for volunteer and intern recruitment activities, research, advertising, and volunteer/intern orientation. Also responsible for the management of administrative and event-day volunteers.
Requirements:
  • Minimum of 4 years of experience in a financial management, administrative, or operational role.
  • Four-year degree or equivalent education/experience required.
  • Must be familiar with nonprofit finance and accounting regulations.
  • Ability to multi-task, prioritize, meet multiple deadlines, manage multiple projects and timelines, and keep organized to ensure timely and accurate work.
  • Proficient in Microsoft Office suite, ClearView, BI reporting, Zoom, Amply, SharePoint portals, and Workday.
  • Experience using social media and communication platforms.
  • Strong interpersonal and communication skills to communicate and work effectively with volunteers, donors, all levels of CFF departments and staff members, and internal and external stakeholders, including the Board of Directors and other leadership volunteers.
Working Conditions:
  • Normal office environment with little exposure to excessive noise, dust, and temperature.
  • Work nights and weekends as necessary to attend meetings and events.
  • Must have access to reliable transportation and ability to travel to meetings or events at different locations.
  • Some heavy lifting may be required.

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