JOB SUMMARY: The Administrative Manager plays a key role in supporting the overall operations and mission of the organization. This position works closely with the CEO and committee leaders to keep day-to-day activities running smoothly while also helping coordinate larger organizational efforts.
This role is responsible for overseeing and supporting key functions such as fundraising, marketing and public relations, volunteer coordination, and community service partnerships. The Administrative Manager also serves as the primary point of contact for third-party vendors, including IT, accounting, and HR, helping ensure clear communication and timely follow-through. In addition to these responsibilities, this position provides administrative support across the organization, assists with operational needs as they arise, and helps keep teams organized, informed, and moving forward.
WORK COMMITMENT: Full-time (average of 40 hours per week)
QUALIFICATIONS:
- High school diploma or GED required (associate or bachelor’s degree preferred).
- Strong interpersonal skills with the ability to communicate in a friendly, professional manner with a wide range of individuals.
- Solid organizational skills and attention to detail, especially when handling records and financial information.
- Comfortable using computers and common software, including email, spreadsheets, and basic database systems.
- Ability to handle financial tracking tasks accurately (donations, deposits, basic reporting).
- Able to manage multiple priorities and work both independently and as part of a team.
- Demonstrates sound judgment, discretion, and the ability to maintain confidentiality.
- Dependable, with a strong sense of accountability and follow-through.
- Familiarity with and respect for Christian values and the mission of the organization.
- Acts with integrity and professionalism in all situations.
- Bilingual in English and Spanish preferred but not required.
KEY REPONSIBILITIES and DUTIES:
- General Administration & Operations
- Maintain a working knowledge of the organization’s mission, structure, and programs.
- Provide day-to-day administrative support to the CEO and program managers.
- Organize and maintain office files, records, and documentation (physical and digital).
- Draft, format, and distribute correspondence, reports, meeting minutes, and other materials.
- Monitor and respond to emails and general inquiries in a timely manner.
- Order and manage office and program supplies as needed.
- Support general office operations and step in to assist with day-to-day needs as they arise.
Financial & Donation Support
- Receive, log, and process incoming checks and donations, ensuring accuracy and timeliness.
- Prepare and make bank deposits in accordance with established procedures.
- Maintain organized records of donations and financial documents.
- Assist with basic financial reporting and provide documentation to the Treasurer as needed.
- Ensure thank-you letters are prepared and sent within 72 hours of receiving donations.
Fundraising, Communications & Events
- Assist with fundraising efforts by tracking donations, preparing donor communications, and supporting campaigns.
- Coordinate and produce the organization’s newsletter, including collecting content and managing distribution timelines.
- Support basic marketing and communication efforts, including email announcements and outreach.
- Help coordinate events, meetings, and community initiatives as needed.
Volunteer & Committee Support
- Provide administrative support to committees and assist with scheduling and communication.
- Send meeting notifications and help coordinate logistics for board and committee meetings.
- Record and distribute meeting minutes as requested.
- Support volunteer coordination efforts, including communication and basic tracking.
Vendor & External Coordination
- Serve as the primary point of contact for third-party vendors (IT, accounting, HR, etc.).
- Help coordinate services, schedule support, and ensure timely communication and follow-up.
Compliance & Organizational Standards
- Follow all organizational policies, procedures, and confidentiality requirements.
- Ensure proper and responsible use of office technology and communication tools.
- Handle sensitive information with discretion and professionalism.
- Perform additional tasks assigned by the CEO to support the overall mission and operations of the organization.
PROBATIONARY PERIOD: This position has a 90-day probationary period with review.
NOTICE OF TERMINATION: A two-week notice of intention to leave will be assumed by the employee and/or by HACC regarding termination of employment (except in situations of illegal acts or agreement between both employee and HACC).
Pay: Up to $20.00 per hour
People with a criminal record are encouraged to apply
License/Certification:
- Driver's License (Preferred)
Work Location: In person
