Hospice Employment Lansing MI
Opening: Administrative Manager
REPORTS TO: DIRECTOR, MOTHER TERESA HOUSE
UPDATED: MAY 2018
The Administrative Manager is responsible for ensuring efficient and effective House operations. This responsibility includes managerial and administrative duties for the Director; Office Management, Accounting, Human Resources, Technology, Building and Security related functions; Sacristan and Donor assistance, Volunteer Management and other duties as assigned by the Director.
Principal Duties and Responsibilities
(These duties and responsibilities are judged to be “essential functions” in terms of the Americans With Disabilities Act or ADA)
- Manages office administrative functions in an efficient and well organized manner that meets the needs of the staff, board, and volunteers.
- Manages communication flow between Executive Director and staff.
- Coordinates and prepares reports, presentations, proposals and office correspondence.
- Drafts policies and procedures for Executive Director’s review and approval. Takes minutes for meetings.
- Works with Bookkeeping firm by preparing deposits and necessary information for payroll, accounts receivable, and accounts payable. Maintains accurate records. Keeps documentation and administers petty cash funds.
- Maintains relationships with staff, volunteers, donors, and external organizations.
- Continuously reassesses office and operational procedures to ensure efficiency and the following of best practices. Keeps abreast of rules and regulations.
- Manages building maintenance and security issues to ensure timely resolution. May make operational changes with approval from Executive Director.
- Assists to administer Volunteer Program including screening candidates, orientation, and tracking of performance and position expectations, events, volunteer placement and scheduling and coordinates staff training.
- Inputs information in donor system and prepares reports as needed.
- Manages Human Resources functions such as employee files, new hire paperwork, background checks, time off administration, employee email set up and onboarding checklist. Coordinates orientation and training of new employees. Develops on-line and paper record keeping system, policies and procedures.
- Assists Development Director in administrative activities at the direction of the Director. This includes coordination of donor correspondence and assistance with annual appeal letters.
- Manages staff technology issues and investigates more complex issues for resolution.
- Performs other related duties and required.
The above statements are intended to describe the general nature and level of work being performed by a person in this position. They are not to be construed as an exhaustive list of all duties that may be performed by such a person.
RECOMMENDED EMPLOYMENT QUALIFICATIONS
EDUCATION: Bachelor’s degree from a four-year college or university preferred.
EXPERIENCE: This position requires a minimum of three to five years of related experience in office administration preferably in a non-profit setting. Familiarity with Human Resources, Accounting, Finance and Technology is required.
SUPERVISORY RESPONSIBILITIES: The position may have supervisory responsibilities.
CERTIFICATES, LICENSES, OR REGISTRATIONS: None required.
OTHER KNOWLEDGE, SKILLS, AND ABILITIES:
(To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- Knowledge of administrative management including file management, scheduling, and time management systems.
- Ability to manage office functions in an efficient and effective manner that meets the needs of the organization along with strong coordination skills.
- Strong oral and written communication skills.
- Proficiency in Word, Excel, Publisher, and donor database software.
- Ability to uphold the highest standards of professionalism and to hold financial and other information in the strictest confidence.
- Ability to define problems, collect data, establish facts and draw valid conclusions.
- Ability to empathize with guests, clients, families, and health care agency representatives.
- Ability to embrace the mission of Mother Teresa House and the needs of the terminally ill.
- Strong organization skills.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit use hands to finger, handle, or feel; talk and hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus, especially due to concentration on a computer screen and small numbers.
The noise level in the work environment is usually quiet.
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