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

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