Program Administration Manager

Tennessee Wildlife Federation; Nashville (TN); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

401(k) match

PTO

Holidays

Fridays off in July & mid-August

Medical/Dental/Vision

Job summary

Tennessee Wildlife Federation in Nashville seeks a Program Administration Manager to oversee administrative, financial, and technical functions that support the TN Scholastic Clay Target Program (TNSCTP). The role reports to the Director of Programs and manages documentation, budgets, and sponsorships to enable organized statewide operations.

Responsibilities include contracts, compliance, data systems, event readiness, and communications for coaches, parents, and athletes.

Qualifications

• Bachelor’s degree in a relevant field or equivalent professional experience.
• 5+ years of administrative experience supporting operations, financial processes, or program management.
• Experience in nonprofit or youth/sports programs preferred.

Responsibilities

• Manage administrative systems supporting TNSCTP operations, ensuring compliance and workflow standards.
• Maintain program records, contracts, waivers and policy forms.
• Oversee registration, sponsorship and financial record reconciliation.

Skills

Communication

Organization

Relationship management

Data management

Project coordination

Education

Bachelor’s degree

Tools

Microsoft Excel

Microsoft Office 365

Google Suite

TNSCTP CONNECT

Job description

Founded in 1946 and based in Nashville, Tennessee Wildlife Federation is one of the state’s oldest and most influential conservation organizations. For 80 years, we’ve worked to protect Tennessee’s wildlife, promote responsible stewardship of natural resources, and ensure everyone can enjoy the outdoors. With an annual operating budget of $6.5 million, the Federation operates statewide to advance meaningful conservation efforts. As a trusted voice for sportsmen, outdoor enthusiasts, and conservation advocates, we lead conservation efforts that make a lasting impact — and we’re looking for people who want their work to make a real difference for Tennessee’s wild places.

The Program Administration Manager manages the administrative, financial, and technical functions that support the TN Scholastic Clay Target Program (SCTP). Working closely with the TNSCTP Manager and reporting to the Director of Programs, this role maintains the program’s administrative framework—covering documentation, compliance, data systems, budgeting support, and communication tools to provide reliable administrative infrastructure that facilitates organized and effective statewide operations. This role is responsible for day-to-day sponsorship outreach, coordination, processing, and recordkeeping in accordance with the sponsorship requirements and direction established by Program leadership.

No relocation assistance provided

Responsibilities

Program Administration

• Manage administrative systems that support TNSCTP operations, ensuring documentation, compliance processes, and workflow standards are consistently applied.
• Maintain official program records, including contracts, waivers, policy forms, and other required documentation.
• Oversee the processing and reconciliation of registration, sponsorship, and financial records, maintaining accurate and organized administrative databases in accordance with program requirements established by the TNSCTP Manager.
• Coordinate administrative readiness for events, trainings, and meetings, including required forms, insurance documentation, vendor paperwork, and compliance materials.
• Support communication workflows by maintaining administrative information channels for coaches, parents, and athletes.
• Partner with Communications to maintain accurate, up‑to‑date website content and program resources.
• Coordinate administrative communication with coaches regarding interested athletes, team inquiries, and program information.
• Set up coach certification classes and maintain related administrative records.
• Track scholarship and All‑State applications and maintain organized documentation for event preparation.
• Organize and secure program data and files, maintaining structured digital systems and creating SOPs and administrative guides to support consistent program operations.
• Manage administrative components of the TNSCTP budget, including expense tracking, coding, reconciliation, and financial documentation.
• Monitor program revenues associated with fees, events, and sponsorships to ensure accurate administrative reporting.
• Maintain sponsorship documentation and tracking systems in coordination with internal departments.
• Identify administrative efficiencies that support responsible financial stewardship and help reduce program expenses.
• Oversee administrative processes for payment tracking, verification, and documentation, working closely with the Finance Department to ensure accurate and timely financial management.
• Manage administrative processes for season registrations, including payment reconciliation, coding checks, and coordination with Finance to ensure accurate revenue tracking.
• Lead program sponsorship efforts by identifying, cultivating, and securing sponsors, and managing all administrative components of sponsor outreach, agreements, documentation, and tracking.

Data, Reporting & Metrics

• Manage administrative data systems in accordance with established processes and procedures, including registration, participation, sponsorship, and financial records.
• Maintain the program’s measurements and metrics framework to support evaluation, planning, and long‑term stability.
• Prepare quarterly administrative reports for leadership and support reporting needs for board and funder updates.
• Pull, organize, and maintain TNSCTP CONNECT data to support program reporting, event preparation, and communication needs.
• Manage TNSCTP CONNECT registration, account administration, payment processing and verification, and related data administration..

Technical & Inventory Administration

• Maintain technical records and administrative systems that support program operations, compliance requirements, and equipment accountability.
• Coordinate administrative information and documentation needs for regional directors, steering committee, rules committee, and other program leadership groups.
• Ensure technical and inventory data is organized, current, and available to support planning, reporting, and decision‑making.
• Support event preparation by organizing administrative components of match programs, scoring matrices, and related technical documentation.

Program Coordination & Support

• Ensure the Director of Programs is informed of administrative conditions, trends, and factors affecting TNSCTP operations.
• Provide administrative support for committees, meetings, and program governance activities, including documentation, scheduling coordination, and information management.
• Conduct authorized administrative correspondence and execute program documents as needed.
• Coordinate with the TNSCTP Manager and internal departments to align administrative processes, information flow, and system needs across the program.

Other Duties

• Travel required at times to support program operations, events, or meetings.
• Occasional evening or weekend hours may be required during peak program periods or major events.
• Other duties as assigned.

Skills and Abilities

• Strong communication (written and verbal) and interpersonal skills.
• Strong organizational and systems-thinking skills, with the ability to build and maintain efficient processes.
• Ability to cultivate and maintain relationships with external partners, sponsors, and community stakeholders.
• Experience managing data, tracking metrics, or supporting reporting processes.
• Proven ability to be flexible, work cooperatively, and build productive relationships at all organizational levels.
• Strong work ethic with the ability to overcome setbacks and enthusiastically persist until goals are achieved.
• Professional and friendly.Able to handle the day-to‑day ups and downs with efficiency, attention to detail, and a sense of humor.
• Ability to work independently and within a collaborative, team environment.
• Ability to manage multiple projects and priorities in a fast‑paced environment while producing accurate, timely, and effective results.
• Resourceful and innovative at tackling challenges in a timely manner.
• Approach work from the Federation’s point of view rather than a personal point of view.
• Must have a passion for the Federation’s mission.
• A valid TN driver’s license, including a good motor vehicle record, and appropriate automobile insurance.
• Travel across the State as needed.

Qualifications

• Bachelor’s degree in a relevant field; equivalent professional experience may be substitute in place of formal education.
• 5+ years of progressively responsible administrative experience supporting organizational operations, financial processes, or program management.
• Experience working in youth programs, sports programs, or nonprofit environments preferred.
• Familiarity with TNSCTP CONNECT or similar registration, scoring, or event management platforms preferred.
• Proficiency with Microsoft Office 365 and Google Suite, with the ability to learn additional online platforms used by the Federation.
• Current First Aid/CPR certification (or willingness to obtain); Level 1 training preferred.
• No history of game or wildlife violations.
• Medical, Dental, Vision, HSA, Short- and Long-Term Disability, Life, AD&D, Critical Illness, Accident
• Employee Assistance Program
• 401(k) match up to 6%
• 13 company paid holidays plus the week between Christmas and New Year’s
• PTO (Vacation and Sick Time)
• Fridays off in July and mid-August

EEO Statement

Tennessee Wildlife Federation is committed to providing equal employment opportunity for all persons regardless of age, disability, national origin, race, color, creed, religion, sex, sexual orientation, gender, gender identity or expression, pregnancy, veteran or military status, genetic information or any other status protected by applicable federal, state, or local law.

Tennessee Wildlife Federation is committed to workplace diversity.

Ethical Hunting, Angling and Outdoor Recreation Practices

Federation staff know and respect the game and fish pursued in the field and follow all related laws, familiarize themselves with wildlife in the area and behave accordingly. This likewise applies to hiking, camping and other outdoor activities that require responsible use of public resources. As an employee of the Federation, all employees are expected to follow all state and federal hunting and fishing guidelines and practice ethical and fair chase practices while executing or assisting with program events or in your personal outings afield.