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Administrative Manager Position

About Open Your Heart to the Hungry and Homeless:

Open Your Heart (OYH) provides financial grants to organizations serving people experiencing hunger and homelessness in Minnesota. The grants are used primarily for improvements to an agency’s infrastructure, new or upgraded equipment, educational resources for children and youth, and systemic efforts to end hunger and homelessness in Minnesota. www.oyh.org

Role Summary:

OYH is excited to open a new position on the team and is seeking to hire an Administrative Manager who will bring a diverse set of experiences to the role. This individual will exemplify a spirit of collaboration, impact, excellence, and purpose. They will have a strong pulse on the needs of the communities we serve and will provide exemplary administrative and program support. This position works directly with and reports to the Executive Director. Primary responsibilities are:

  • Administration and Operations (60%)
  • Grantmaking (35%)
  • Other (5%)

Primary Responsibilities:

Administration & Operations

  • Handles administrative functions with detailed accuracy which includes managing donor information tracking system using OYH’s donor management software, Bloomerang; ensuring accurate, updated constituent information.
  • Ensure donors are thanked and acknowledged for their gifts in a timely manner by processing the weekly gift acknowledgement files; coordinate with outside vendor to ensure the appropriate gift data files are received and the related letters are mailed each week.
  • Works closely with the Executive Director and provides strategic support as needed: light research, meeting logistics, scheduling, board meeting preparation, technology and office equipment support, file maintenance, monitoring general email account and phone line, support CPA on annual audit.
  • Monitors research trends and best practices. Research new platforms and tools that may be considered for adoption. Suggests new ways of doing things to streamline work and optimize the Foundation’s impact.
  • Prepares banking transactions according to OYH’s Financial Policy, which includes processing donations and payments, gift acknowledgements, completing bank deposit slips, and accounting for payments received from various vendors and partners.
  • Update and maintain office policies and procedures and recommend operations improvements to the Executive Director.
  • Monitor and order office supplies, and research new deals and suppliers.
  • Maintain contact lists – Enter and maintain databases including council member rosters, reflectiveness grids, e-mail groups, and process reimbursement requests.
  • Prepare and disseminate documents, reports, mailings, and organize electronic and paper files.
  • Provide general clerical support, such as word processing, proof-reading, copying, filing, and tracking of programs and schedules. Design and implement digital filing systems including grants and contracts; ensure filing systems are maintained and current.
  • Assist the Executive Director in preparing and distributing materials before meetings and manage board files, ensuring accuracy and timeliness.

Grantmaking

  • Carry out all administrative duties for the OYH grant making program and ensure that all grant programs are running smoothly. This includes communicating with applicants and ensuring the grant applications are processed correctly and in a timely manner.
  • Manage the grant database, web portal for applicants, and review portal for board members. We currently use the web-based program Wizehive by Zengine.
  • Support the Grant Review Committee in any administrative tasks such as pulling reports from the database and providing necessary documents for meetings, as well as attending the Grant Review Committee meetings and taking notes on each application and the committee’s decision.
  • Attend visits to food shelves, emergency shelters, and domestic violence shelters to gain more information on grant requests for the grant committee as needed.
  • Assist with compilation of grant applications and grant application attachments.

Other

  • This job description is not all inclusive. It is intended to identify the essential duties of the position. Other duties, responsibilities, and tasks may be assigned.

Desired knowledge, skills, abilities:

  • Successful demonstration of above-mentioned responsibilities.
  • Excellent skills in utilizing technology to facilitate the administrative function in relation to roles’ responsibilities. Proficiency in:
    • G-Suite, including Google Docs, Sheets, Slides, and Calendar
    • Zoom
    • Microsoft Office suite, including Word, Excel, and PowerPoint
    • Bloomerang donor management software or similar
    • Wizehive grant management software or similar
  • Excellent verbal and written communication skills – Experience with donor management and stewardship.
  • A valid driver’s license and a car. (required)
  • A remote position – must have access to Wi-Fi (required)
  • Experience with or proximity to issues in food insecurity and homelessness
  • Strong qualitative and quantitative analytical skills, including critical thinking and financial analysis
  • Strong computer and technology skills and competency and an aptitude for learning new software programs/technology
  • Ability to build and maintain strong relationships and partnerships with external organizations and individuals
  • Cultural competency; experienced working with diverse stakeholders
  • Comfort with and enthusiasm for working in a small, collaborative team environment
  • Ability to work independently
  • Ability to efficiently and accurately work on a variety of tasks with deadlines.
  • Excellent time management skills, ability to prioritize, multi-task, think intuitively, with critical thinking skills
  • Ability to anticipate needs and act accordingly.
  • Ability to maintain confidential information.
  • Ability to handle heavy workload and meet deadlines – Ability to manage highly detailed work with speed and accuracy.

Schedule:

32 hours per week – Flexible, hybrid work model (office/work remote on specific days with details to be determined together) – Required to participate in evening grant review meetings (4 per year) and board meetings (6 per year).

Location:

Office space leased through June of 2022 at which time, OYH will be going completely remote. Candidates must be able to meet once per week in the Twin Cities area.

Compensation:

$40,500 annually

Benefits:

$600 monthly health benefits stipend. 3% match to Simple IRA plans. 10 paid holidays per year and 15 days paid time off (PTO). Bonus potential, schedule flexibility, professional development allowance.

How to Apply:

Email a cover letter and resume with ‘Administrative Manager’ in the subject line to Jessica Mathias at [email protected]. Please include the name and contact information for three professional references. Applications will be accepted until the position is filled. However, review of candidates will begin right away. If you’re highly interested in the role, we encourage you to apply early for consideration.

Open Your Heart to the Hungry and Homeless is an equal opportunity employer. We do not discriminate on the basis of race, gender, handicap, age, religion, sexual orientation, or national or ethnic origin. We are committed to hiring a diverse staff and encourage applications from traditionally underrepresented backgrounds.