The Children’s Defense Fund (CDF) envisions a nation where marginalized children flourish, leaders prioritize their well-being and communities wield the power to ensure they thrive. The Children’s Defense Fund builds community so young people grow up with dignity, hope, and joy. We serve and advocate for the largest, most diverse generation in America: the 74 million children and youth under the age of 18 and 30 million young adults under the age of 25, with particular attention to those living in poverty and communities of color. CDF partners with policymakers, aligned organizations and funders in this service. The Children’s Defense Fund is the only national, multi-issue advocacy organization working at the intersection of child well-being and racial justice by wielding the moral authority of programmatic proximity and community organizing to inform public policy. For more information visit www.childrensdefense.org
Position Summary The Manager of Administration oversees office administration and administrative functions to support core mission programming efforts. The Manager of Administration plays a key role in the coordination and organization of office administration and procedures, to ensure organizational effectiveness, efficiency, and safety. The Manager of Administration is responsible for developing intra-office communication protocols, streamlining administrative procedures, managing vendor relationships and payments.
The Manager of Administration regularly communicates and collaborates with CDF’s other departments as needed. The Manager of Administration is an energetic, well-organized, flexible professional who enjoys the administrative challenges of supporting an office of diverse individuals working on a highly complex set of racial and economic justice issues. The preferred candidate is experienced in handling a wider range of administrative support-related tasks and able to manage the work with little or no supervision.
Responsibilities Office Management
Collaborate with the State Director in the creation of budgets, tracking revenue, and forecasting expenses
Collaborate with local program staff and Finance team in the management of grant expenditures
Facilitate and manage regranting, partner invoicing, and interface with all necessary parties
Coordinate with the Finance team the grant reimbursement process
In collaboration with Institutional Advancement and Finance, facilitate processing of all needed grant documentation related to grant status, grant assignment, grant spending, and grant reporting both internally and externally
Facilitate monthly state office meetings with Finance department to ensure clear communication and good team collaboration
Support leadership by ensuring state office financial objectives are met by preparing monthly expense reconciliation and by processing all travel
and office expenses and invoices in collaboration with the Finance Department
Manage billing for earned revenue strategy for contracted services
Facilitate regular processing of state office account payables (potentially on a weekly basis)
Handle all incoming and outgoing correspondence and requests for information.
Administration and Office Liaison
Liaise with Human Resources to maintain office policies and procedures as necessary
Create and submit proper documentation and implementation of CDF’s hiring policies
Collaborate with Human Resources to support onboarding and plan orientation of new staff
members.
Liaise with IT team to provide local IT support and equipment maintenance as needed
Collaborate with State Director to develop and manage timelines for various activities to ensure
strategic plans and critical administrative processes are carried out in a timely manner
Create tools, processes, and procedures to administer programmatic support
Work with Human Resources to implement office policies to guide the operation of the office.
Manage weekly staff meeting
Facilitate supply orders and storage needs
Coordinate with Human Resources on office training requests
Manage files and design and implement filing systems and ensure that they are maintained
Management of monthly administrative calendar
Provide calendaring and meeting logistics support to State Director
Communications Logistics
Collaborate with program staff and State Director to develop annual communications calendars
Collaborate with State Director and program staff to document annual communications plan
Work with State Director to draft email correspondences
Partnership and Vendor Engagement
Manage relationships with local division vendors
Negotiate and manage contracts with vendors, service providers and landlord, ensuring that
all items are invoiced and paid on time
Represent CDF in finance meetings and other engagements to support programmatic work.
Participate actively in the planning and execution of organizational events/special projects, such
as funder/donor events/projects and other events/projects.
Support organization’s vision to activate families and children to advocate for
themselves and their families. Other duties as assigned.
Qualifications
Education and/or Experience
3-5 years demonstrated successful and effective experience in operations
Degree (s): B.A. in related field preferred
MS Office Certification (proficiency in Teams and SharePoint)
Preferred Qualifications
Knowledge of non-profit management, budgeting, and operational best practices
Knowledge of non-profit grant management
Knowledge of special events planning and volunteer management
Knowledge of invoice payment systems and on-line tools
System experience with Paycom, Planful, Applicant Stack, Tallie, Bill, and DocuSign Competencies.
The Administrative Manager Should Demonstrate Competence In The Following
Creativity/Innovation: Develop new and unique ways to create and improve processes and
procedures.
Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization – must be able to work with people of all ages and backgrounds, skills, and abilities.
Communicate Effectively: Speak, listen, and write in a clear, thorough, and timely manner using appropriate and effective communication tools and techniques for multiple audiences.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness and builds a ‘One CDF’ culture.
Organize: Set priorities, develop a work schedule to monitor progress towards goals, and track details, data, information, and activities.
Understanding: Understand and appreciate the mission and work of CDF-NY and how public policy affects children, youth, young people, and their families and communities.
Plan: Determine strategies to move the organization forward; set goals, create, and implement actions plans; and evaluate the process and results.
Personal Characteristics
Orientation to and background of servant leadership
A deep commitment to improving the lives of children as expressed in CDF’s mission statement
Ability to serve as an advocate and exemplar for the vision, values, and mission of the Children’s Defense Fund
Demonstrated commitment to racial and social justice
Demonstrated strong relational skills
Brings empathy, passion, and humor to the work
A hyper-organized, multi-tasker with a value of dependability and high-quality work
Has an ability to provide strong attention to detail
Type of work environment associated with the job
Indoor, office setting (hybrid, being in the office at least three days/week)
Some travel
Additional Comments
The Children’s Defense Fund is an Equal Opportunity Employer.
Note: This job description does not restrict management’s right to assign or reassign duties and responsibilities to this job at any time. This job description is not designed to cover or contain a comprehensive listing of all activities, duties or responsibilities that are required of the employee.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Project Management and Information Technology
Industries
Non-profit Organizations
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