Manager of Administrative Operations

The Manager of Administrative Operations Services at ICP plays a pivotal role in ensuring the smooth functioning of essential administrative processes. Reporting directly to the Executive Director, this position involves overseeing financial management, human resources, and facility operations. The ideal candidate is proficient in various software applications, possesses strong supervisory skills, and demonstrates a solid understanding of nonprofit financial management practices.

Responsibilities (Percentage Breakdown):

Financial Management (60%):

- Utilize QuickBooks to meticulously track all financial transactions, including daily deposits and credit card payments.

- Maintain accurate banking records and oversee monthly reconciliation of bank accounts.

- Prepare and update budget projections, ensuring alignment with organizational goals.

- Create, analyze, and present statistical reports on business operations.

- Facilitate monthly bill payments and monitor tuition payments, including payment plans.

- Prepare sublease agreements and monitor payments for all sublease rentals.

- Actively participate in Finance Committee, Billing, and Program Manager meetings.

- Interface with accountant and banking personnel.

- Lead the annual audit process (July-September).

Supervision (20%):

- Provide effective leadership to the Billing & Payroll Team, overseeing accounts receivable and payroll processes.

- Review and submit 1099 payroll, addressing any contractor concerns promptly.

Human Resources (10%):

- Interface with PEO and review contracts for benefits administration.

- Oversee W2 administrative onboarding and maintenance of employee records, including background checks for all employees and contractors.

- Ensure compliance with required employee trainings and updates to the Employee Handbook.

Facility Operations (5%):

- Conduct research to identify cost-saving opportunities related to vendor contracts.

- Oversee facilities liaison to prioritize timely completion of office repairs to maintain a safe and functional workspace, and coordinate with vendors for maintenance and repairs, including HVAC, electrical, and supplies procurement.

Additional Tasks (5%):

-Flexibly address emerging tasks and responsibilities as needed.

*Note: This job description provides a comprehensive overview of the role and its responsibilities. Duties may evolve over time to meet organizational needs.*

Qualifications & Key Competencies:

• Demonstrated leadership and supervisory experience.
• Proficiency in QuickBooks, Excel, and other relevant software applications.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Thorough understanding of payroll procedures and familiarity with health insurance practices.
• Knowledge of nonprofit financial management principles.

Education:

• Bachelor's Degree required.

Experience:

• Minimum of 5 years' work experience, preferably in a nonprofit setting.

Benefits:

• Enjoy employer-paid health insurance, generous PTO accrual, and a hybrid work environment.

Salary Range: 

• $65,000-$70,000

ICP is an equal opportunity employer and is committed to providing equal employment opportunities to all qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other legally protected status. We celebrate diversity and are dedicated to creating an inclusive environment for all employees. Accommodations for applicants with disabilities are available upon request for the interview process.

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