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Administrative Manager

Topeka, KS

Company: Sunflower Foundation
Job Title: Administrative Manager
Job Classification: Exempt; Full-Time
Work Schedule: As agreed and approved upon between employee and President and Chief Executive Officer (“CEO”) in accordance to normal operating hours of 8am-5pm, Monday through Friday.
Reporting Relationship: President and CEO
Supervises: None

Primary Accountabilities:

The Administrative Manager is responsible for day-to-day task management within Sunflower Foundation. This role manages the organization and coordination of office administrative operations, procedures and resources to facilitate the Foundation’s overall operational effectiveness and efficiency. The Administrative Manager is responsible for providing the primary administrative support and assistance to the Executive staff, as well as maintaining relationships with Executive and Teams working with the Sunflower Nonprofit Center. Working independently and with minimal supervision, the Executive Administrator is responsible for ensuring the successful execution of a wide range of tasks which are needed to meet the challenges of supporting a small office of diverse people and programs.

Major Duties:

  • Manages internal projects and is the lead in governance initiatives.
  • Operates as key greeter and messenger to stakeholders.
  • Conducts tours of the Sunflower facilities and controls the flow of visitors through the Center.
  • Maintains the President/CEO’s and other Senior Management staff calendars and meeting schedule, including all internal and external appointments and travel.
  • Learns, supports and coordinates the operations of the Sunflower Business Model.
  • Assists with drafting and implementing Sunflower Foundation processes and procedures.

Serves as primary administrative staff to the Board of Trustees (BOT), which includes:

  • Handling logistics for Board and Committee meetings as well as BOT travel.
  • Distributing agendas and BOT communications.
  • Working with Foundation staff to prepare and distribute Board materials.
  • Producing minutes and attendance record of meetings.
  • Maintaining current and historical records of the Board.
  • Corporate compliance functions.
  • Receives and interacts with Trustees, grantees and other visitors.
  • Staffs the President/CEO in meetings and coordinates follow-up activities.
  • Prepares and edits correspondence, communications, presentations and other documents for the President/CEO (and other staff, time permitting) and as necessary.

Manages day-to-day office operations in a timely, efficient manner.

  • Ensures ready access to resources to support office operations.
  • Procures office supplies from high quality, responsive, low-cost vendors.
  • Manages office equipment and serves as vendor and service contractor liaison.
  • Ensures security and confidentiality of all correspondence, data and files.
  • Supervises maintenance and archiving as well as corporate record management of all digital and paper filing systems and databases.
  • Assists with HR administrative tasks as assigned, including recruiting administration such as scheduling interviews and follow-up tasks.
  • Prepares for arrival of new staff by assessing equipment and supply needs and procurement.
  • Instructs and trains new staff on office equipment use.
Other Duties
  • Supports the work of the CFO/COO and Program Officers by delegating, supervising and working with program associates on various tracking and logistical activities and tasks.
  • Oversees coordination and logistical arrangements of meetings and events.
  • Coordinates staff travel, reviews and approves travel itineraries and expenses.
  • Assists all staff with forward planning, recognizing scheduling challenges; resolving logistical conflicts and competing demand while ensuring deadlines are met.
  • Works on projects and activities as assigned.

 Qualifications:  

  • Associate’s or Bachelor’s degree, from an accredited college, is required. Equivalent work experience in business administration, with at least five (5) years’ providing support at the executive level will be taken into consideration in lieu of education.
  • Demonstrated experience interacting with diverse staff and constituents at all levels in a fast-paced environment.
  • Strong interpersonal skills to communicate effectively with staff, Trustees, and others.
  • Executive presence and tact.
  • Familiarity with the nonprofit and philanthropic sectors, including knowledge of open meetings act and its requirements, is preferred.
  • Proficient computer skills with up-to-date and in-depth knowledge of relevant software such as MS Office Suite, QuickBooks, internet/web/graphic and electronic communication programs.
  • Knowledge of standard office administrative practices and procedures.
  • Experience coordinating and facilitating computer and other office equipment issues.
  • Commitment to the Foundation’s mission and work.
  • Exceptional professionalism and confidence with a drive for excellence.
  • High ethical standards and a commitment to confidentiality and integrity.
  • Ability to manage and mentor subordinate staff in a supportive, effective manner.
  • Excellent listener and eager to help associates be successful.
  • Well-organized with a high degree of organizational and planning skills.
  • High level of accuracy and attention to detail.
  • Exceptional time management skills with the capacity to balance multiple schedules and demands, sometimes under pressure.
  • Adaptability and flexibility to meet changing organizational needs.
  • Proactive, resourcefulness and willing to give suggestions regarding operational changes which may improve office operation.
  • Ability to exercise critical thinking, sound judgment, common sense and independent decision-making.
  • Capacity to foster and promote teamwork and collaboration.
  • Excellent verbal, written and email communication skills using the appropriate “voice of the Foundation,” including ability to “speak” on the President/CEO’s behalf, when needed.
  • Compatibility with all staff, especially President/CEO, and BOT.
  • Strong problem analysis and the capacity to apply problem solving skills.

Physical Demands:

  •  Ability to read mail and talk on the phone.
  • Must be able to speak and listen effectively.
  • Ability to work on the computer for hours at a time and concentrate on detailed information.
  • Vision abilities for close vision, color vision, peripheral vision and depth perception.
  • Sit, stand and walk for extended periods of time.
  • Bend, kneel and reach items with use of hands to finger, handle or feel objects, tools or controls.
  • Unpack, lift and move items up to fifty (50) pounds.

Work Environment:

  • Professional and deadline-oriented environment in an office setting.
  • Interaction with staff and customers.

Additional Duties:

Additional duties and responsibilities may be added to this job description at any time. The job description does not state or imply that these are the only activities to be performed by the employee(s) holding this position. Employees are required to follow any other job-related instructions and to perform any other job-related responsibilities as requested by their supervisor.

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