Administrative Manager

Description

CNE is looking for a full-time Administrative Manager (AM) to join an eight-person team in our Charlottesville office.

This is a newly-created position that we envision growing in scope and responsibility over time.

The AM provides leadership for all CNE administrative functions and core support for bookkeeping, board management, special event, and philanthropic activities.  They are a public-facing professional who is invested in the nonprofit community, who has strong communication skills, work ethic, and a can-do attitude.  The AM is excited to be stretched with new tasks and challenges, while maintaining a philosophy that all tasks are important to be done well, no matter how seemingly small.

The AM supports all staff at CNE and will report to the Deputy Director of Operations & Advancement (DDOA).  Tasks and responsibilities will vary greatly throughout the year as organizational need and activities evolve.

Please submit a cover letter AND resume.  All submissions received by EOB on February 14th will be guaranteed consideration.

Job Duties

Specific and recurring duties of the role include:

Administration

The AM will serve as a concierge for the organization and oversee the smooth operation of office administration.

• Greet guests as they come to CNE at the front desk (a regular Monday through Friday schedule is therefore required) and answer the general reception line.
• Prepare space and materials for frequent workshops and trainings at CNE.
• Assist visitors in using the Resource Center, including the Foundation Center.
• Garner a working understanding of the most frequently asked questions and the tools and resources available to answer them. When a caller or visitor needs additional services, they will guide the introduction to appropriate staff either on-site that day or through email introductions and meeting scheduling.
• Ensure the website is updated and facilitate user needs, including the board dashboard and member resources and renewals.
• Serve as the point person for ordering and managing office supplies.
• Assist, in coordination with CNE’s Program Manager, in managing the internship program, including helping with orientation, training, scheduling, and project assignments.
• Process and distribute incoming mail to appropriate team members.

Bookkeeping

 The AM will coordinate all internal bookkeeping activities, which may include the following.

• Perform credit card reconciliations.
• Scan and record checks into QuickBooks.
• Assist with check requests.
• Support A/P and A/R invoicing.
• Coordinate Stripe income entry.
• Enter philanthropic gifts in the donor database.
• Process standard acknowledgment letters and other donor communications.
• Assist with budget and financial statement preparation.
• Respond to analytic requests from senior leadership.
• Support the collection and tracking of PTO requests.
• Work closely with our external financial service providers.

Additional responsibilities to directly support Board management, special events, ongoing philanthropic activities, etc. include:

• Assist in preparing for board and committee meetings with meeting reminders, communications with board members, updating the board dashboard, and meeting preparation.
• Prepare materials for board orientations, retreats, and special events.
• Maintain the Board list internally (with addresses) and externally (such as on the website).
• Assist with prospect research, donor cultivation, and grant preparation.
• Maintain documents required for grant submissions, donor stewardship, and cultivation pieces. This includes budgets, qualitative and quantitative outcome data and narratives, board lists, and twice-annual reports (the impact report and a smaller spring update report).
• Manage the administrative aspects of the Corporate Partners Program, including having updated solicitation and welcome packets on hand, updating the website, and the on-site donor acknowledgment board.

Additional responsibilities may be assigned by the DDOA. 

Skills Required

The successful candidate will bring a positive disposition, an eagerness to learn, a strong attention to detail, and a willingness to take ownership of tasks both big and small.  They will have exceptional verbal and written communication skills so as to be able to draft and review professional correspondence, manage telephone calls, and greet and manage walk-in visitors.

Additionally, they will have a deep commitment to superior customer service, solid fundamental accounting skills and proven comfort with invoicing, credit card reconciliation, and the use of QuickBooks Online.

Work Schedule

Monday through Thursday from 9am-5pm and Friday from 9am-4pm

Additional Info

Center for Nonprofit Excellence (CNE) is a nonprofit that strengthens other nonprofits in Charlottesville and the region.  CNE operates with the mission to strengthen nonprofits to realize the potential of our community. 

With a passion for performance, the CNE provides education, consulting, and resources to create strong leaders, effective manager, and healthy collaborators.  We lead by example and we are always learning, always teaching to ensure that nonprofits have the tools they need to be competent, operate with integrity, and maximize their impact.  We success when nonprofits do good work better.

We believe in the power of collaboration, and invest our time, expertise, and resources to promote collaboration, which empowers a more efficient and effective nonprofit sector, and we actively seek our own strategic partnerships to leverage this work.  We succeed when we help nonprofits clear obstacles to collaboration, and identify and address systemic challenges that impede their success.

We honor the potential of nonprofits, and advocate for a strong, independent nonprofit sector.  We respect and nurture the sector so it can do the important and challenging work of creating a social safety net, promoting civic engagement, protecting the environment, and enriching us through arts, education, and culture.  We success when nonprofits are recognized for their economic impact, perceived as effective agents of change, and engaged with community partners to solve real problems and enhance our lives.

To learn more about our programs and services, please visit www.thecne.org.