Administrative Manager

ADMINISTRATIVE MANAGER

(Temp-to-Full-Time Conversion)

Location: Harlem, New York (On-site / Hybrid as applicable)

About Harlem Stage

Join a living legacy of bold, forward-moving work: For more than 42 years, Harlem Stage has played a critical role in New York City’s cultural ecosystem and has consistently defied expectations, delivering groundbreaking artistic programming and cultural leadership despite the enduring shadows of historic disinvestment and systemic inequities in the arts, culture, and humanities fields. Join a collective of cultural architects actively shaping the future of the field; reimagining how stories are created, experienced, and sustained. Harlem Stage is the stage to set untold stories free. Having just completed its first national tour, Harlem Stage is poised to make the world its stage.

About The Position

Harlem Stage seeks a strategic, highly organized, and detail-oriented Administrative Manager to manage the organization’s day-to-day administrative, financial, and operational functions. This role is essential to ensuring efficient internal processes and strong coordination across departments.

The Administrative Manager will report into the Chief Impact Officer, and work closely with the Director of Finance, and cross-functional teams to manage accounts payable, manage payroll, track and report revenue, support audit preparation, and maintain accurate financial and administrative systems. This role will also oversee office operations, help maintain organizational infrastructure, and provide coordination support during performances and events.

The ideal candidate is a proactive problem-solver with strong organizational and communication skills, who leverages smart, AI-driven tools to drive efficiency and can champion their adoption across the organization. They are capable of managing multiple priorities, while maintaining a high level of accuracy and professionalism in a fast-paced arts environment.

This role is designed to begin as a 3–6 month engagement, with a pathway to a permanent position for a candidate who thrives in the work and contributes to our continued growth.

Key Responsibilities

Financial Administration & Accounts Management

• Input, track, and maintain all invoices in a timely and accurate manner
• Manage and process payments for utilities, insurance policies, and other recurring organizational expenses
• Oversee accounts payable workflows, ensuring deadlines and compliance requirements are met
• Maintain organized digital and physical invoice records to support end of the FY audit preparation

Payroll

•  Lead accurate and timely payroll processing
• Ensure integrity and compliance of payroll systems and records
• Support staff through responsive payroll communication
• Revenue Tracking & Reporting
• Collaborate with revenue-generating teams (development, venue rentals, marketing, etc.) to track earned and contributed income
• Maintain up-to-date revenue tracking systems and dashboards
• Provide clear, concise weekly revenue reports to leadership
• Identify discrepancies and ensure alignment across departments

Audit & Finance Support

• Support the Director of Finance in preparing for annual audits
• Gather, organize, and maintain required financial documentation from the staff onsite, as needed
• Assist with internal financial processes and reporting as directed by the Director of Finance
• Operations & Administrative Support
• Run local errands related to organizational needs (banking, supplies, etc.)
• Help maintain office systems, supplies, and administrative infrastructure
• Assist with general operational coordination across departments
• Performance Support
• Provide administrative or logistical support during evening and weekend performances, as needed
• Serve as a point of coordination for basic operational needs during events

Qualifications

• 3–5 years of administrative, operations, or finance-related experience (nonprofit or arts preferred)
• Strong organizational skills and exceptional attention to detail
• Experience with accounts payable, invoice tracking, and financial systems
• Ability to manage multiple priorities and meet deadlines consistently
• Proficiency in Microsoft Office, Excel, Salesforce, and/or Google Workspace; experience with accounting software, such as QuickBooks, a plus
• Strong communication and interpersonal skills
• Valid New York State driver’s license required

Compensation & Benefits

• Salary: $80,000 - $90,000
• Temporary engagement of 3–6 months, with opportunity for permanent hire
• Benefits eligibility to be discussed upon transition to full-time permanent role

To Apply

• Please send letter and resume dmay@harlemstage.org
• Harlem Stage is committed to diversity and especially encourages members of underrepresented communities to apply. It offers equal opportunity employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, or protected veteran status.Learn more about Harlem Stage at harlemstage.org