Administrative Manager

Minnesota Council of Nonprofits; Saint Paul (MN); Hybrid; USD 25,000 - 35,000; Part time

Job summary

Friends For A NonViolent World is seeking an Administrative Manager to handle essential administrative, operational, records, communications, and financial documentation support. The role aids daily operations, organizes records, and assists with workshop logistics, ensuring responsiveness and accuracy within a growing nonprofit.

The candidate should be organized, reliable, and comfortable in a start-up nonprofit environment where systems are evolving.

Qualifications

• Minimum two years of nonprofit administration, office coordination, or related work.
• Strong attention to detail with records, dates, numbers, and follow-ups.
• Ability to manage multiple priorities within limited hours.
• Proficiency in email, spreadsheets, shared drives, Microsoft 365 or Google Workspace, and digital filing.

Responsibilities

• Coordinate administrative and operational tasks, calendars, deadlines, and document preparation.
• Support program operations including workshop logistics, registrations, and materials.
• Assist with financial documentation: receipts, invoices, donor records, and reimbursements; coordinate with leadership and accountant.

Skills

Nonprofit admin

Detail-oriented

Multitasking

Microsoft Office

Communication

Discretion

Education

Associate degree or equivalent

Tools

QuickBooks

Google Workspace

Job description

Position Summary

Friends For A NonViolent World is a nonprofit organization that carries forward the Alternatives to Violence Project's work through nonviolence training, conflict transformation, facilitator development, and community-based peacebuilding. The Administrative Manager will provide essential administrative, operational, records, communications, and financial documentation support. The Administrative Manager will support daily operations, organize records, assist with workshop and meeting logistics, help track financial documentation, and support the Executive Director and Program Coordinator in keeping the organization responsive, accurate, and well-coordinated.

The ideal candidate is organized, reliable, detail-oriented, and comfortable working in a start-up nonprofit environment where systems are still being developed.

Key Responsibilities

1. Administrative and Operational Coordination

• Maintain calendars, meeting schedules, internal deadlines, contact lists, and task tracking systems.
• Support routine correspondence, meeting logistics, document preparation, and follow-up communications.
• Maintain organized digital and physical files for board documents, program records, contracts, grant materials, policies, and reports.
• Assist with practical operational tasks, including mail retrieval, scanning, document uploads, supply tracking, vendor coordination, and basic administrative errands.

2. Program Operations Support

• Support the Program Coordinator with workshop logistics, registration lists, participant forms, facilitator rosters, attendance tracking, evaluation forms, and workshop materials.
• Assist with scheduling AVP workshops, trainings, facilitator meetings, community partner sessions, and planning meetings.
• Help prepare and organize printed and digital workshop materials, including bilingual materials when needed.
• Support workshop follow-up, including attendance records, evaluation collection, certificate tracking, materials inventory, and basic program data for reports.

3. Financial Documentation Support

• Organize receipts, invoices, deposit records, donor information, reimbursement forms, workshop payments, and payment documentation.
• Track donations, restricted gifts, workshop income, and related documentation in coordination with the Executive Director, Treasurer, and accountant.
• Prepare financial backup materials needed for bookkeeping, grant reporting, reimbursement requests, and year-end documentation.
• Coordinate with the consulting accountant on documentation requests, transaction backup, and routine financial questions.
• This position supports financial documentation and coordination. The Administrative Manager is not expected to serve as the organization’s accountant or independently manage formal financial reporting, reconciliations, payroll tax filings, or compliance filings unless later assigned by the board with proper training and support.

Minimum Qualifications

• At least two years of experience in nonprofit administration, office coordination, program administration, bookkeeping support, or related work.
• Strong attention to detail, especially with records, files, dates, numbers, and follow-up tasks.
• Ability to manage multiple priorities within limited hours.
• Comfort using email, spreadsheets, shared drives, Microsoft Office or Google Workspace, and basic digital filing systems.
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion and professionalism.
• Ability to work independently while staying aligned with the Executive Director, Program Coordinator, Treasurer, and accountant.
• Commitment to the mission and values of nonviolence, conflict transformation, equity, and community peacebuilding.

Preferred Qualifications

• Experience working with a start-up nonprofit, a volunteer-led organization, or a community-based program.
• Familiarity with QuickBooks, donation platforms, or basic nonprofit financial documentation.
• Experience supporting workshops, trainings, grants, board meetings, or community programs.
• Experience maintaining records in SharePoint, Google Drive, Dropbox, or a similar digital system.
• Comfort working with diverse communities, facilitators, youth-serving programs, correctional settings, schools, or community partners.
• Bilingual or cross-cultural communication experience is helpful but not required.

Working Conditions

This is a hybrid role, with most work completed remotely. Occasional local travel may be required for mail pickup, bank deposits, meetings, workshops, or organizational needs. This role requires regular computer use, reliable internet access, and the ability to complete administrative tasks accurately and on time.

Compensation

The position is expected to be part-time and non-exempt.

Equal Employment Opportunity

Friends For A NonViolent World is committed to equal employment opportunity. Employment decisions will be made without regard to race, color, religion, national origin, sex, pregnancy, sexual orientation, gender identity or expression, disability, age, marital status, familial status, public assistance status, veteran status, or any other status protected by law.