Administrative Manager

Worcester County Food Bank Inc; New York (NY); On-site; USD 45,000 - 75,000; Full time

Job summary

An established industry player is seeking an Administrative Manager to create a welcoming environment for staff, guests, and volunteers. This pivotal role involves providing comprehensive administrative support, overseeing office management, and ensuring operational efficiency. The ideal candidate will possess strong organizational and communication skills, with a knack for problem-solving and multitasking. You'll be instrumental in supporting executive leadership and managing financial oversight, all while fostering a collaborative atmosphere. If you're ready to make a significant impact in a community-focused organization, this position offers a rewarding opportunity.

Qualifications

• Experience in a nonprofit or community-based organization preferred.
• Ability to manage multiple tasks and collaborate across departments.

Responsibilities

• Provide comprehensive administrative support ensuring smooth operations.
• Manage credit card usage and purchase order processes.
• Develop and implement administrative procedures to enhance efficiency.

Skills

Organizational Skills

Communication Skills

Problem-Solving Skills

Budgeting and Financial Oversight

Attention to Detail

Interpersonal Skills

Education

Experience as an Executive Assistant

Experience in Office Management

Tools

Microsoft Office Suite

Microsoft Teams

Zoom

Job description

Qualifications: Experience as an executive assistant, senior administrative professional, or in an office management role, preferably in a nonprofit or community-based organization. Strong organizational, communication, and problem-solving skills. Ability to manage multiple tasks simultaneously, collaborate across departments, and prioritize effectively. Experience with budgeting and financial oversight, including PO management and purchasing. Experience with SOP drafting, development, and implementation is preferred. Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Microsoft Teams, Zoom, and other office software. Excellent interpersonal skills and the ability to work collaboratively with a diverse team. Strong attention to detail and the ability to handle confidential information with discretion.

Physical Requirements: This position works in a typical office setting but may be exposed to extreme temperatures in a warehouse setting. There may be extended periods of sitting, standing, bending, listening, talking, visual concentration, writing, and computer use. Routine opportunities to alter physical position or change eye focus. Occasional lifting, moving, and delivering boxes required; lifting should not normally exceed 30 pounds.

Position Summary: The Administrative Manager plays a key role in creating a professional and welcoming environment for staff, guests, and volunteers at the Regional Food Bank Hudson Valley. In partnership with the Administrative Specialist, the Administrative Manager provides comprehensive administrative support, ensuring the smooth operation of the organization's daily activities. This role requires strong organizational skills, attention to detail, and the ability to manage multiple tasks across various departments and functions.

Duties and Responsibilities:

1. Office Management & Staff Support:
2. Maintain a functional, effective, and safe working environment in Montgomery facility.
3. Support onboarding and offboarding processes for new employees in collaboration with HR and IT.
4. Cross-Functional Leadership Support:
5. Provide administrative and logistical support for special projects, including food bank events, community outreach, and other functions.
6. Assist with event scheduling, coordination, and execution as needed.
7. Point of Contact for Executive Leadership:
8. Serve as the primary contact for Executive Leadership in Hudson Valley for troubleshooting and problem resolution.
9. Board and Administrative Support:
10. Support Advisory Board communications, including minutes, meeting documents, and member communications.
11. Oversee record-keeping systems and ensure compliance with organizational standards.
12. Financial Oversight:
13. Manage credit card usage and purchase order processes, ensuring proper documentation and adherence to budgets, in partnership with the Administrative Assistant.
14. Reception & Administrative Coverage:
15. Provide backup reception duties and administrative support as needed.
16. Oversee office supply inventory and ensure timely purchasing within budget.
17. Guest Relations & Tours:
18. Host guests, conduct facility tours, and ensure a positive visitor experience and safety reporting.
19. Procedure Development & Efficiency:
20. Develop and implement administrative procedures and SOPs to enhance operational efficiency.
21. Office Activity Coordination:
22. Organize and supervise office activities in collaboration with the Administrative Team and HR.
23. Community Engagement & Advancement Support:
24. Work with the Advancement team to utilize building and conference spaces for external groups, promoting donations, volunteering, and community involvement.

The above statements describe the general nature and level of work performed by employees in this position and are not exhaustive of all duties, responsibilities, and skills required.