Administrative Services Manager

Job Summary:

The Administrative Services Manager will coordinate and perform a diverse set of support tasks, managing both staff (typically students and/or volunteers) and property, to ensure the organization and its facilities have the staff/volunteers and resources needed to operate smoothly and efficiently.

Supervisory Responsibilities:

• May train, supervise, and provide feedback on tasks performed by lower-level clerical staff, students or volunteers.
• Organizes and oversees the schedules and work for the organization.

Duties/Responsibilities:

• Provides high-level administrative support to an assigned executive or director-level employee.
• Collects requested data and information from various sources including email and other correspondence, meeting minutes and records, and other documents; prepares summaries of findings and/or other related written correspondence as requested.
• May conduct research (within skills and expertise) to assist with projects or inquiries.
• Coordinates and schedules travel, meetings, and appointments.
• Manages membership database: GlueUp
• Record financial transactions in Quickbooks Online.
• Manage BCDI’s accounts payables and receivables.
• Reconcile credit card transactions quarterly.
• Research and process equipment purchases for organization. 
• Generate invoices/reports to back up auto-debit transactions from BCDI Bank accounts.
• Process mail and distribute appropriately
• Prepares agendas and schedules for meetings, conferences, and other assigned events; takes and distributes minutes or other notes as requested.
• Responds to and resolves administrative and Board inquiries and questions.
• Research bids for various projects and supplies (i.e. books, t-shirts, bags, and other promotional materials)
• Welcomes and directs visitors and clients.
• Answers and transfers phone calls, screening when necessary.
• Maintains and organizes office supplies and equipment
• Clean and maintain the office decorum
• Minimal travel required
• Valid Driver’s License with reliable transportation and insurance required
• Performs other related duties as assigned.

Required Skills/Abilities:

• Detail-oriented and professional.
• Exceptional communication and interpersonal skills.
• Proficient with Microsoft Office Suite.
• Basic knowledge of Social Media Platforms (Facebook, Twitter and Instagram)
• Basic understanding of office equipment, including facilitating Zoom, Team Meetings and OWL equipment
• Basic understanding of clerical procedures and systems such as record keeping and filing.
• Ability to work independently and reliably.
• Flexible and adaptable in various situations when interacting with many different personalities.
• Ability to organize and prioritize tasks including delegation of tasks when appropriate.
• Superior ability to identify and solve problems and to conduct cost-benefit analyses.
• Knowledge of basic administrative and clerical systems and procedures.
• Ability to work some weekend and evenings
• Other duties as assigned

Education and Experience:

• Associate’s degree required, Bachelor’s degree in related field preferred.
• Three to five years of experience in a related role required with some supervisory experience preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Ability to work on-site for 30-40 designated hours per week
• Must be able to lift up to 15 pounds at times.
• Ability to navigate various departments and locations of the company.

Benefits and Salary:

• Benefits:  Health, Dental, Vision and Life
• AFLAC
• Two Weeks PTO and Nine Paid Holidays
• Salary Range:  $45,000-$50,000