Job Title: Administrative Manager
Reports To: CEO/COO
FLSA Status: Non-Exempt
Summary: Serves as the primary support person for NextFifty Initiative staff and the first point of contact for callers and visitors to the Foundation. Assures the smooth functioning of the office setting and related business processes. Assists in scheduling meetings and appointments, screens and gives information to callers, serves as a central contact for the Board and Committees, takes and circulates Board and Committee meeting minutes, serves as a point of contact for organizational functions and otherwise conducts supportive work and business function by performing the following duties.
Core Duties and Responsibilities include the following. Other duties may be assigned.
- Opens and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered by administration and staff.
- Answers the organizational main line, screens, and routes calls appropriately
- Prepares outgoing mail and correspondence, including e-mail and faxes.
- Makes copies of correspondence or other printed materials.
- Coordinates and arranges communications, meetings, prepares agendas, reserves equipment, food and supplies, prepares facilities, and records and transcribes minutes of Board and Committee meetings.
- Maintains records of Board and Committee minutes as well as other Organization Records
- Assists in coordinating administrative and outside meetings, appointments and engagements, and arrange conference calls.
- Arranges and coordinates travel schedules and reservations.
- Assists in communications with grantees.
- Greets scheduled visitors and conducts visitors to appropriate area or person.
- Crafts and maintains relationships with business vendors, orders and maintains supplies and arranges for equipment maintenance.
- Assists in payroll preparation as needed
- Assists the CFO with accounts payable
- Assists in the on-boarding process for new hires
- Assists administration and office staff with special projects, reports and mailings as needed.
- Assists with marketing duties and research as needed.
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving – Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Customer Service – Is pleasant, respectful and welcoming in interactions with others. Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal – Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication – Speaks English clearly and can be easily understood on the telephone and in person; Listens well and seeks clarification where needed; Responds well to questions.
Written Communication – Writes English clearly and demonstrates command of business language; Edits work for spelling and grammar; Able to read and interpret written information
Team Work – Contributes to building a positive team spirit; Supports everyone's efforts to succeed.
Business Acumen – Understands and is fluent with MS Office software; able to learn and master grant software; able to process applications and bills in a timely and effective manner; Is accurate and thorough.
Organizational Support – Completes administrative tasks correctly and on time; Supports organization's goals and values; Attends work reliably and is punctual; Maintains professional appearance and behavior; Takes direction well and is able to provide helpful input.
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Associate's degree (A. A.) or equivalent from two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.
To perform this job successfully, an individual should have knowledge of Word Processing software and be able to master spreadsheet software; payroll system software and Grant Management software.
The routine environment is a professional office setting. The noise level in the work environment is usually low to moderate.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include Close vision, Peripheral vision, Depth perception and Ability to adjust focus. While performing the duties of this Job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk or hear. The employee is frequently required to reach with hands and arms.
Salary: $40,000-$55,000 annually commensurate with experience
Competitive benefit package including medical, dental, vision, and LTD/STD insurance, employer matched IRA, and a generous PTO policy.
Intangible benefits include working with a great team in a very collaborative environment and getting in on the ground floor of a new and exciting foundation and have the opportunity to grow with the organization.