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The Family Center

Manager Administrative Operations & HR

The Family Center

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Job Summary

TFC’s Manager, Administrative Operations/HR serves as a key organizational anchor through their role in coordinating and carrying out administrative and operational support for the organization, specifically duties and deadlines related to: Operations, Finance Related Support, Information Technology, Insurance Administration, Volunteer Support, Project Coordination, and Administrating/Coordinating HR.                                                                        

As a member of the TFC team, staff help TFC pursue our vision of resilient communities where all children thrive and mission of breaking multigenerational cycles of childhood trauma through a culture that embraces diversity (racial, cultural, religious, gender identification, sexual orientation). Staff also embrace our values, welcome curiosity to learn and grow personally and professionally, greet challenges with flexibility and a collaborative approach, and pursue excellence in work products and community presence. This position requires significant flexibility with a high skill level of time management to coordinate and prioritize shifting responsibilities and deadlines. This is not a typical Office Manager/HR role, and the right candidate will welcome creative problem solving. This position also prepares/administrates required agency reports for the Center related to annual accreditation and various audits.

Job Responsibilities

Office Management

  • ensure an environment that feels inclusive to all clients, staff, volunteers, Board, and community partners, and        provide staff with quality resources to be effective in achieving department outcomes
  • ensure responsive and efficient processes (telephone, incoming/outgoing mail, supply ordering, facility maintenance and cleanliness, recycle/trash pickup, etc)
  • liaise with diverse constituents and contractors specific to creating efficient/effective TFC operations
  • maintain facilities (Nashville and Murfreesboro), vendor relationships/contracts (bidding/negotiating as appropriate), and office equipment processes; does filing; manages inventory and ordering/delivery/pick up of supplies (office, kitchen, etc); coordinates coverage when out of office
  • follow document retention guidelines as determined by state, federal, or funding requirements.
  • coordinate annual facility “cleanup day” for staff and/or volunteers

Finance Support

  • oversee mail process ensuring donations are copied/forwarded for data entry, bills are processed, and bank/investment statements are forwarded to Sr Director, Finance
  • make bank deposits/transactions consistent with TFC financial procedures
  • manage accounts receivable and payable (deposits, invoicing, spreadsheet maintenance, filing and submitting payments, and maintaining account and vendor records)
  • oversee e-processing account functionality including PCI compliancemonitor Administration budgets, ensuring costs for related areas are within/under approved expenses
  • facilitate the fiscal year audit, the IRS form 990, the Secretary of State Annual Report

Information Technology (IT)

  • manage technology system inventories (software, hardware, connectivity, etc)
  • coordinate/manage technology needs for meetings
  • liaise w/ IT & website contractors, create/manage TFC email accounts and field IT/website issues
  • use strategy and curiosity to identify and coordinate TFC’s technology needs
  • maintain Shared administrative files; maintain organization accounts
  • coordinate annual “file cleanup” day for organization staff, including instructions for best practices in archiving vs deleting aged information

Insurance Administration

  • manage all TFC insurance policies (annual renewal, bidding processes, coverage adjustments) including employee benefits (health, dental, vision, etc) and other related insurance (liability, D&O, etc)

Human Resources Administration                          

  • facilitate the onboarding of all new hires, interns, volunteers by running various background checks, training,
  • create employee profiles on Employee Navigator; assist staff w/ access to site
  • review all needed documents and benefits during onboarding
  • perform required annual background checks of staff in compliance with accreditations
  • attend annual training on Title VI; train staff, prepare Title VI Implementation Plan and survey
  • ensure staff compliance with annual trainings required by funders
  • coordinate mid-year and annual staff reviews
  • prepare and coordinate annual Department of Children’s Services audit for licensure
  • coordinate open enrollment for staff benefits
  • maintain all confidential personnel files

General              

  • provide backup support to TFC CEO when needed; assist with TFC events
  • other duties as assigned

Qualifications

  • Bachelor’s degree or equivalent work experience
  • highly proficient in Microsoft 365 (PowerPoint, Excel, and Word)
  • strong written/verbal communication skills
  • excellent customer service skills that are inclusive of diverse populations and personalities
  • self-initiator, fast learner, team player, able to use discretion/maintain confidence, high integrity
  • excellent organization and project management skills
  • capable of meeting challenging deadlines while “herding cats”
  • 5 years of administrative experience
  • must have reliable transportation and a valid driver’s license
  • willingness to embrace a Trauma Informed Culture that honors all races, religions, cultures, gender preferences     
  • openness to a work culture that is very fast paced and growing rapidly
      • nonprofit experience preferred but not required
      • bilingual or conversational Spanish a bonus

Additional Information

Benefits

The Family Center provides health, dental, vision, life insurance; generous PTO; holidays; a pet friendly work space; and encourages a collegial work environment focused on our mission and the benefit of the individuals and families we serve!

How to Apply

The Family Center is an Equal Opportunity Employer and is committed to a selection process that embraces diversity and inclusion. Individuals of color and individuals from historically underserved backgrounds are strongly encouraged to apply.

 

Please send a cover letter (including salary expectations) & resume to:

jwillett@familycentertn.org

Details

  • Date Posted: May 11, 2022
  • Type: Full-Time
  • Job Function: Administrative
  • Service Area: Social / Human Services
  • Start Date: 07/01/2022
  • Salary Range: Commensurate with experience
  • Working Hours: 40hrs/wk; flexible hours