Position Title: Administrative Manager / Job Code: / Overtime Status:
Non-exempt/40 hours
Salary: $38,000 - $40,000 / Location
Reports To:
Director of Corporate Operations / Number of People Supervised: 2-4
POSITION PURPOSE
Responsible for providing high level administrative support for the Director of Corporate Operations and Chief Executive Officer. Significant emphasis on communication with the Board of Directors and BBBS agency management staff.Supports operations by supervising staff; planning, organizing, and implementing administrative systems.
ADMINISTRATIVE ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Assist DOCO with planning, scheduling, and execution of duties as applicable.
  • Handle related correspondence for Board of Directors. Prepare materials including, but not limited to filing correspondence, notices, minutes, mailings, presentations, and maintain attendance record of Board Meetings.
  • Preparation of meeting packets, arranging for audio/visual equipment, food, etc., for Board, Committee, and/or any other meetings as requested.
  • Updating and maintaining personal contact information for Board Members in Raiser’s Edge (RE) and Agency Management System (AMS).
  • Coordinate/communicate regularly with other management members as appropriate regarding management needs and agency priorities.
  • Maintains calendars and schedules for building usages and Leadership team as requested.
  • Supervise administrative staff and volunteers. Recruit, interview, select, orient, and train under the direction of the DOCO. Communicate job expectations; planning, monitoring, and appraising job results; coachingand guiding administrative department employees and volunteers; initiating, coordinating, and monitoring systems, policies, and procedures as directed.
  • Provide administrative guidance for special mailings and projects by receiving project requests and delegating assignments.
  • Purchases materials by obtaining requirements; obtaining quotes and/or negotiating price, quality, and delivery; reviewing and processing invoices under the direction of DOCO.
  • Completes special projects by organizing and coordinating information and requirements; planning, arranging, and setting administrative meeting schedules; monitoring results.
  • Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
  • Conduct background checks on staff level personnel and board members.
  • Attend and participate in meetings including: department meetings, agency all-staff meetings, agency match activities, fundraisers, and other agency functions as applicable.
  • Represent the organization at community events\meetings under the direction of the DOCO.
  • Managerial Responsibility: responsible for providing managerial oversight, direction, and guidance to the Receptionist/Administrative Assistants, general Office Volunteers, AARP,Y.O.U. placements, and Customer Relations as applicable.
  • Assist the DOCO with oversight of contracts and services provided by contractors for the overall upkeep of the facility.
  • Ensure that security procedures are in compliance and reviewed; activate and deactivate building passkey, passcodes, and building door changes.
  • Processing, monitoring, and maintaining timesheetsand approved paid time off requests.
  • Generate accruals for all staff, ensure accuracy, and provide reports to DOCO.
  • Assists with setting up new policy manuals, procedures and protocols as directed by the DOCO.
  • Provide administrative support to all departments as directed by DOCO.
  • Ensure that agency forms and packets are updated as necessary, and adequate supplies are maintained.
  • Assume special duties as assigned and handle work in an extremely confidential manner.
  • The ability to travel and work outside regular business hours occasionally, including some evenings and weekends for special events.

DATABASE\FUNDRAISING ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Manage Raiser’s Edge database. Responsibilities include creating and updating constituent records, ensure accurate record keeping,gift tracking, pledges, acknowledgements, and donor activities into database daily.
  • Generate all analytical reports and mailing/donor recognition lists.
  • Conduct database analysis and queries; creatively use the database to further donor base activities.
  • Maintain data base entry standards and ensure database integrity and quality control.
  • Support and oversee registration for Benefit Dinner and Fire & Ice fundraising events utilizing Raiser’s Edge and Excel Databases.
  • Write and send acknowledgementletters and tax receipts in a timely manner; generate final reports and year-end reports.
  • Import volunteer data from Agency Information Management System (AIMS) into Raiser’s Edge.
  • Implement recommendations from database audit including clean-up of campaigns,funds, appeals and constituency codes.
  • Train other staff in using the database and provide trouble shooting support for internal users.
  • Assist with ongoing revisions of users’ handbook and development of protocols for data entry and maintenance. Ensure compliance with database policies and procedures to support successful fundraising practices.
  • Provide accurate reporting, records, tracking of donors, and the communication involved in compiling, maintaining, interpreting and articulating comprehensive data.
  • Designing and implementing database queries in response to requests for information to providing updated reports on gifts, pledges, progress towards fundraising goals, and other financial data as requested either through regularly scheduled updates or upon request.
  • Prepare all mailing and e-blast lists for Communications Manager.
  • Create, research, and draft profiles of individual donors as requested.
  • Compiling strategic and targeted donor lists for fundraising events at request of DOCO and CEO.
  • Assist with planning and implementing direct mail campaigns to local donors, staff campaign, and other campaigns as appropriate.
  • Acting as first-line trouble shooter at Benefit Dinner, Fire & Ice Holiday Ball, and Pub Run. Greeting attendees, answering questions, actively participating in events as needed.
  • Assist in coordinating all aspects of event preparationalongside DOCO.
  • To create and execute follow-up strategy after each event with the DOCO or other applicable staff members.
  • Manage Agency Management Systems (AMS) data for staff and board members; add, edit, delete, etc.
  • Create new databases and workbooks to meet the needs of new reports and analysis.
  • Maintaining communication with all departments to obtain needed information for data systems.
  • Identify, troubleshoot and resolve child and volunteer enrollment processing issues as applicable with administrative department.

ACCOUNTING ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Assists with various accounting processes under the direction of DOCO.
  • Maintains accounting records by making copies; filing documents, sorting documents, retrieving system reports, and mailing documents.
  • Verify the accuracy of documents and make necessary edits.
  • Process bank deposits and provide detailed account allocation documentation as directed by DOCO or CEO.
  • Process credit cards and ensure that credit card information is issued and maintained per BBBS policies.
  • Reviews on-line transactions for accuracy and approvalfor processingand payments (Payroll, 401K, and Expense Reimbursements) as directed by DOCO or CEO.
  • Maintain vendor information and accounts, and keep abreast of changes as directed by DOCO or CEO.
  • Protect organization's value by keeping information confidential.
  • Inventories office supplies and equipment; prepares and submits orders for purchase.Verifies items billed against items ordered and received, and reconciles differences.
  • Enters, updates, and/or retrieves accounting data from online system. Process ACH bank deposit detail from vendors and provide bookkeeper with detailed data for appropriate accounts as directed by DOCO or CEO.
  • Designs, prepares, and maintains spreadsheets using mathematical calculations as requested.

HR ESSENTIAL DUTIES AND RESPONSIBILITIES
  • Assist with maintaining employee files and the HR filing system under the direction of DOCO.
  • Post and track open agency positions. Process and review applications in order to evaluate qualifications or eligibility of applicants.
  • Conduct Employee, Intern, and Volunteer Orientations under the direction of the DOCO.
  • Ensure hiring packets are prepared for new hire orientations.
  • Assist with coordinating administrative training in interviewing, hiring, terminations, performance review, safety, and staffing logistics.
  • Process, verify, and maintain documentation relating to personnel activities.
  • Advises management in appropriate resolution of employee relations issuesas applicable.
  • Responds to inquiries regarding administrative policies and procedures.
  • Assists with performance reviewsfor administrative staff/volunteers to ensure effectiveness, compliance, etc.
  • Responsible for scheduling and/or conducting exit interviews and that all documents and materials are collected or documented.
  • Develop and maintain related files electronically and/or manually as directed by DOCO or CEO.
  • Maintaining a safe and secure work environment.

EDUCATION & RELATED WORK EXPERIENCE
Education Level:
(minimum & preferred educational requirements necessary to perform this job successfully)
Associates Degree in Business Administration or related field preferred.Experience in a supervisoryrole preferred.
Proficient with computers and Microsoft Office including Excel, PowerPoint and Outlook.
Excellent verbal, written and interpersonal communication skills.
Years of Related Work Experience :
(minimum & preferred related work experience necessary perform this job successfully)
3 years related experience preferred.
Skills, Knowledge, ETC.
Required / Preferred
Knowledge of database software. / X
A strong command of computer skills (Outlook, MS Word, Excel and PowerPoint) is required. / x
Strong organizational and time management skills. / x
Excellent interpersonal skills demonstrating an ability to establish a positive relationship with staff, Board, community volunteers, donors, etc. / x
Demonstrated ability to meet deadlines. / x
Demonstrated ability to work under pressure and handle multi-tasking/demands effectively and appropriately. / x
Able to exercise judgment regarding matters of significance and priority. / x
Handling confidential information on a daily basis and respecting the nature of the data. / x
Some experience with budgets, payables and receivables. Assist with staffing, qualitymanagement, managing processes,communication processes, promoting process improvement, and reporting skills. / X
Accuracy and attention to detail. / x
Excellent communication skills including listening skills. Ability to provide effective feedback and coaching to employees and volunteers. Good motivation skills. / x
Integrity and honesty. / x
An articulated belief in the mission of BBBS. / x
TRAVEL REQUIREMENTS
Must have reliable transportation.
Must be able and willing to travel as needed (generally locally).
Valid Driver’s license and vehicle insurance that meets state minimums required. / Less than or More than
5%
WORK ENVIRONMENT/PHYSICAL REQUIREMENTS
(Describe any specific work place conditions and/or physical abilities that are related to and/or required bythis job)
  • Must be able and willing to work additional hours as needed to complete tasks; this could involve some limited evenings or weekends.

Core Competencies / High Performance Indicators
Interpersonal Skills / Relates well to all people inside and outside the organization; builds appropriate rapport; listens; builds constructive and effective relationships; uses diplomacy and tact; truly values people; can diffuse even high-tension situations comfortably.
Results / Can be counted on to exceed goals successfully; is constantly and consistently one of the top performers; very bottom-line oriented; steadfastly pushes self and others for results.
Perseverance / Pursues everything with energy, drive, and completes work in a timely manner.
Promotability / Shows progressive demonstrations of increased responsibilities and adds personal value to the agency. These are proven performers who are capable of reinventing their jobs and assuming responsibilities above and beyond the call of duty.

Equal Employment Opportunity

BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, religion, national origin, age, sex, marital status, sexual orientation, or non-disqualifying physical or mental handicap or disability.

Americans with Disabilities Act

Applicants as well as employees who are or become disabled must be able to perform the essential duties & responsibilities either unaided or with reasonable accommodation. The organization shall determine reasonable accommodation on a case-by-case basis in accordance with applicable law.

Job Responsibilities

The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties & responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.

ACKNOWLEDGEMENTS
Creation Date: Revision Date:
Supervisor: I have approved this job description and reviewed with my employee.
Signature: Date:
Employee: I have reviewed this job description with my supervisor and acknowledge receipt.
Signature: Date:
Human Resources:
Signature: Date:

TO APPLY:

Submit a resume and cover letter describing your experience and fit for this position to:

Regina Miller, Administrative Manager

Big Brothers Big Sisters, A Community of Caring

3501 Covington Road

Kalamazoo, MI 49001

By email ONLY:

Open until filled.

S:\Personnel - General\Job Descriptions\currently used\Administrative Manager December2017.doc