What are the responsibilities and job description for the Administrative Manager position at HHM Talent?
HHM Talent is assisting a client search for an Administrative Manager for a non-profit in Chattanooga, TN.
Position Overview
This is a contract, hourly position expected to work approximately 60-80 hours per month, with compensation ranging from $20-$40 per hour based on experience and qualifications.
The Administrative Manager will be responsible for administrative coordination, donor record management, bookkeeping support, grant administration, and fundraising event logistics.
Key Responsibilities
Position Overview
This is a contract, hourly position expected to work approximately 60-80 hours per month, with compensation ranging from $20-$40 per hour based on experience and qualifications.
The Administrative Manager will be responsible for administrative coordination, donor record management, bookkeeping support, grant administration, and fundraising event logistics.
Key Responsibilities
- Maintain accurate and current donor records, giving history, and contact information
- Update donor and email databases for outreach campaigns and communications
- Track donations received through credit card, check, cash, Stripe, and internal donor systems
- Prepare and send donor acknowledgments and tax donation letters
- Organize donor files and maintain documentation related to donor activity
- Reconcile accounts monthly and resolve discrepancies
- Ensure vendor invoices are paid accurately and on time
- Assist with year-end 1099 preparation and reporting
- Track expenses and payments related to events, grants, and foundation activities
- Assist with grant fund administration and tracking
- Prepare grantee acceptance and rejection letters
- Maintain accurate grant files, reporting schedules, and annual grantee reports
- Manage registrations and entries for fundraising events
- Coordinate event logistics, timelines, and vendor communication
- Apply for and manage licenses required for special events
- Track event budgets, expenses, payments, and supporting documentation
- Experience in administrative support, bookkeeping, office management, or nonprofit operations
- Comfortable learning and using systems such as QuickBooks, Salesforce, OneCause, Stripe, and donor management platforms
- Strong written and verbal communication skills
- Ability to prioritize tasks, meet deadlines, and manage multiple projects simultaneously
- Proficiency with Microsoft Office and/or Google Workspace
- Experience with donor databases, grant administration, or fundraising event coordination
- Familiarity with Salesforce, QuickBooks, OneCause, and Stripe
- Prior experience supporting a nonprofit or mission-driven organization
Salary : $20 - $40