Administrative Operations Manager

Bay-Mills-Indian-Community; Brimley (MI); On-site; USD 34,000 - 51,000; Full time

Job summary

Bay Mills Indian Community’s Boys & Girls Club seeks an experienced Administrative Operations Specialist to manage daily office functions, budgeting, and grant reporting. You will develop systems, templates, and tracking tools, coordinate across Club sites, and maintain calendars for grants and compliance.

You will support budgets, purchasing, and financial documentation while ensuring confidentiality and strict adherence to policies.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Accounting, Finance, or related field.
• 3–5 years of experience in employee and office management, including administrative operations and grant administration.
• At least 1 year coordinating administrative operations, deadlines, or organizational systems.
• Demonstrated written, verbal, and interpersonal communication skills.
• Ability to prepare reports, procedures, and grant materials.
• Maintain confidentiality and exercise sound judgment.
• Knowledge of nonprofit or youth-serving operations preferred.
• Background with Tribal government or similar organizations preferred.
• CPR/First Aid certifications or willingness to obtain.

Responsibilities

• Manage daily administrative and office functions, developing systems, templates, and tracking tools.
• Coordinate administrative processes across Club sites for consistency and accuracy.
• Maintain master calendar for grants, reports, safety deadlines, and inspections.
• Communicate requirements, provide training and templates, and monitor completion.
• Assist with monitoring budgets, grant balances, expenditures, and financial documentation.
• Review purchasing and financial documents for completeness and approvals.
• Maintain budgets and expenditure trackers; report discrepancies.
• Coordinate administrative requirements for grants, contracts, and funding agreements.
• Ensure compliance with safety standards and organizational policies.
• Prepare documentation for safety assessments, audits, and inspections.
• Provide direction to staff on reports, data collection, and safety records.
• Exercise leadership in the temporary absence of ED/Operations Director.
• Support needs of the organization and adapt to evolving priorities.

Skills

Microsoft 365 proficiency

Written communication

Interpersonal skills

Data entry

Budget tracking

Education

Bachelor’s degree in Business Administration or related field

Tools

Finance software

Purchase order systems

Job description

• Location 12140 WEST LAKESHORE DR,BRIMLEY, MI, 49715-9319,United States
• Base Pay $24.71 - $37.07 / Hour
• Employee Type Regular Full Time

Contact information

• Phone [phone]
• Email [e-mail]

Description

Manages/participates in the overall daily administrative operations of the Boys & Girls Club of Bay Mills, with primary responsibility for administrative systems, office operations, membership administration and data management, safety and compliance tracking, records management, purchasing documentation, and organizational reporting. Under the supervision of the Director of Operations, the position assists in maintaining consistent operational, financial, safety, data, and administrative standards across all Club locations.

Essential Functions

1. Manage and participate in the daily administrative and office functions of the Boys & Girls Club of Bay Mills, including developing, implementing, and maintaining administrative systems, workflows, forms, checklists, templates, tracking tools, and other internal resources.

2. Knowledge of Bay Mills Indian Community policies, purchasing procedures, financial processes, and governmental operations when carrying out responsibilities.

3. Maintain confidentiality, use appropriate access controls, and exercise sound judgement when handling sensitive youth, family, employee, financial, and organizational information.

4. Coordinate administrative processes across Club sites to ensure consistency, accuracy, efficiency, accountability, and timely completion of required work.

5. Develop and maintain a master administrative calendar for grant and contract reports, funding deliverables, Boys & Girls Clubs of America requirements, safety deadlines, inspections, licenses, employee certifications, required training, monitoring visits, and other organizational deadlines.

6. Communicate administrative requirements, procedures, deadlines, and documentation standards to employees; provide instructions, templates, technical assistance, training, and functional direction; monitor completion; follow up on missing or incomplete items; and report repeated or unresolved concerns to the appropriate supervisor.

7. Assist the Executive Director and Director of Operations with monitoring Club budgets, grant balances, expenditures, available funds, spending deadlines, and financial documentation. Maintain internal budget and expenditure trackers, compare internal records with available financial reports, identify discrepancies or missing documentation, and communicate concerns to Club leadership.

8. Coordinate and review purchasing and financial documentation, including purchase requisitions, purchase orders, check requests, invoices, receipts, vendor documents, procurement records, and expenditure trackers, to ensure submissions are complete, properly supported, appropriately approved, and submitted to the correct Tribal department or approving authority.

9. Maintain internal budget and expenditure tracking systems, compare internal records with available financial reports, identify discrepancies or missing documentation, and communicate potential concerns to Club leadership.

10. Review purchasing and financial submissions for completeness, required supporting documentation, appropriate approvals, available funding, and correct organizational information before submitting them to the appropriate Tribal department or approving authority.

11. Coordinate administrative requirements for grants, contracts, and funding agreements, including maintaining reporting calendars, collecting supporting documentation, tracking deliverables, organizing grant files, and communicating upcoming deadlines.

12. Manage administrative systems used to track Club safety requirements.

13. Support implementation of Boys & Girls Clubs of America safety standards, Bay Mills Indian Community policies, licensing requirements, insurance requirements, and other applicable standards.

14. Prepare and organize documentation required for safety assessments, audits, inspections, monitoring visits, and organizational reviews.

15. Provide direction to staff regarding required reports, data collection, purchasing documentation, safety records, receipts, and other administrative responsibilities.

16. Exercise leadership in the temporary absence of the Executive Director or Operations Director when specifically assigned and within the authority granted by Club leadership.

17. Proficiency in Microsoft 365 applications, including Word, Excel, Outlook, Teams, SharePoint, OneDrive, PowerPoint, and Forms required. Experience using financial management software, purchase order systems, databases, or electronic reporting platforms required.

18. Perform other duties as assigned to support the mission, strategic priorities, and evolving needs of the o rganization.

Requirements

Physical Requirements

While performing the duties of this job, the employee is regularly required to sit, stand, and walk. The employee must regularly kneel, bend, push, pull, and reach above shoulder level. The employee must occasionally lift and/or move up to 25 pounds. Items exceeding 25 pounds must be moved using appropriate equipment or with assistance from another employee. The employee may be required to use their hands for repetitive actions, including typing, filing, data entry, simple grasping, and operating office equipment. The position requires prolonged periods of computer use and the ability to review detailed written, electronic, and financial information. The employee must be able to travel between Club sites, Tribal departments, vendors, meetings, training, and community locations as required. The employee must be able to work occasional nights and weekends and participate in organizational activities, training, events, and programs. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Position Requirements

1. Bachelor’s degree in Business Administration, Office Administration, Accounting, Finance, Public Administration, Nonprofit Management, Organizational Leadership, or a closely related field required. A qualified candidate who is actively pursuing a bachelor’s degree in one of these fields may be considered and should provide their anticipated graduation date. An equivalent combination of relevant education, professional training, and directly related work experience may also be considered.

2. Three to five years of experience in employee and office management, including administrative operations, grant administration, or a similar professional role required.

3. At least one year of experience coordinating administrative operations, projects, reporting requirements, deadlines, or organizational systems required. Ability to manage multiple priorities and follow through independently.

4. Demonstrated written, verbal, and interpersonal communication skills.

5. Demonstrated ability to prepare written materials such as reports, procedures, correspondence, meeting documentation, grant materials, financial or administrative summaries.

6. Ability to maintain confidentiality and exercise sound judgment.

7. Knowledge of Boys & Girls Club, similar youth serving organization, programs, safety requirements, priority outcomes, and nonprofit or youth-serving operations preferred.

8. Experience working within Tribal government, nonprofit organizations, educational institution, youth-serving organization, or community-based organization preferred.

9. Mandatory CPR and First Aid certifications or willingness to obtain. May be required to obtain Mental Health First Aid Certification or other organizationally required training.

10. Must maintain compliance with the background check policy, including pre-hire and ongoing drug screening.

11. Must have a valid driver’s license with a clean driving record. A chauffeur’s license is required or must be obtained within the established timeframe.

12. Must be able to travel and work occasional evenings or weekends when required.

13. Perform other duties as assigned to support the mission, strategic priorities, and evolving needs of the organization.

Summary

This job description is intended to describe the general nature and level of work to be performed. It is not intended to be an employment agreement or contract, nor is it an exhaustive list of duties, responsibilities, and requirements. Bay Mills reserves the right to change, add, or reassign job duties or combine positions, or portions thereof, at any time.

It is the policy of Bay Mills Indian Community to provide equal opportunity in employment to all employees and applicants for employment. No person will be discriminated against in employment because of race, religion, color, sex, age, national origin, disability, military status, or any other characteristic protected by applicable tribal, federal or state law. However, BMIC may grant first consideration for employment to Indians in accordance with the spirit of the Indian Preference Act, PL 88-352-Sec. 707 (1) July 2, 1972.

WORK SCHEDULE

This position is [full-time, 52 weeks per year]. In addition to regular business hours, the person in this position must be flexible around the needs of the employer, which may include occasional evening and/or weekend hours or occasional travel for employer business. This position is not typically eligible for remote work.

Required Applicant Documents

• Reference List - Please include contact information for any previous or current work and volunteer experiences at all Boys & Girls Club organizations.