Administrative Manager

Objective and Purpose:

The Administrative Manager is responsible for overseeing and supporting the daily administrative operations of the organization. This role ensures smooth functioning across payroll coordination, human resources support, insurance administration, office operations, and IT coordination. The Administrative Manager maintains organizational efficiency by supervising administrative staff, ensuring compliance, and managing cross-department workflows. The ideal candidate is highly organized, detail-oriented, and skilled at managing multiple priorities while maintaining confidentiality and professionalism.

Qualifications

• Bachelor’s degree in Business Administration, Human Resources, or related field (preferred).
• Minimum 3 years of experience in office management or administrative leadership.
• Strong knowledge of payroll systems and HR compliance requirements.
• Familiarity with insurance administration, IT coordination, and vendor management.
• Excellent organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office Suite and HR/payroll software.

Core Competencies

• Confidentiality and integrity in handling sensitive information.
• Ability to prioritize and manage multiple tasks effectively.
• Strong interpersonal and communication skills.
• Team-oriented mindset with leadership capability.
• Sound judgment and ability to coordinate cross-functional operations.

Key Responsibilities

Payroll & HR Functions

• Manage payroll processes, ensuring accuracy and timely submission.

• Maintain employee records and HR documentation in compliance with legal and organizational standards.
• Assist with recruitment, onboarding, and offboarding processes.
• Administer employee benefits and insurance programs.
• Serve as a primary point of contact for HR-related inquiries.

Insurance Administration

• Serve as the primary point of contact for organizational insurance providers and brokers.
• Manage insurance documentation, policy renewals, coverage inquiries, and claims coordination.

• Understand insurance terminology, policy structures, and coverage requirements.
• Ensure compliance with grant requirements and organizational insurance standards.

Policy Development

• Develop, update, and implement organizational policies and procedures.
• Ensure policies support efficiency, compliance, and operational consistency.
• Collaborate with leadership to maintain organizational standards.

Critical Incidents Management

• Receive and track all Critical Incident Reports and Grievances submitted by staff, participants, and guests.
• Maintain confidential documentation and filing systems for incident records.
• Follow Critical Incident Policy & Procedure and support supervisors in required actions.

• Coordinate with insurance providers as needed for reportable incidents.

IT Coordination

• Act as liaison between the organization and external IT contractors.
• Support development of IT-related policies and procedures.

• Maintain IT asset inventory and track equipment.
• Ensure timely resolution of technical issues and maintain IT asset inventory.
• Assist with technology upgrades and cybersecurity best practices.

Administrative & Office Operations Management

• Oversee daily administrative activities and ensure efficient workflow across departments.
• Supervise administrative staff and delegate tasks effectively.
• Coordinate office operations, supplies, vendor relationships, and facilities needs.
• Support organizational training coordination and department budgeting processes.
• Maintain filing systems, records management, and organizational document standards.

Relationship & Vendor Management

• Build and maintain relationships with clients, vendors, and external partners.
• Negotiate vendor contracts and manage service agreements.
• Coordinate communication across administrative and organizational departments.

Working Conditions / Equipment

This position is primarily office-based, with some opportunities for remote work depending on operational needs. Occasional travel may be required for company-wide meetings, training, or retreats. The Administrative Manager plays a key role in ensuring the organization operates smoothly, efficiently, and in compliance with all internal and external requirements.

Physical Demands

· Activity and Percentage of Time.

· Sit and work at a desk or in meetings 75%

· Stand, walk on normal, level surfaces 10%

· Lift/carry/push/pull items up to 10 pounds approximately 5%

· Twist/turn, reach over shoulder and head, and reach outward 10%

Pay: $47,444.80 - $50,086.40 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $47,445 - $50,086