ADMINISTRATIVE MANAGER, Boston Women's Workforce Council

Boston University•Boston, MA

29d

About The Position

The Administrative Manager is a critical operational role at BWWC, providing comprehensive support to the entire BWWC team, including the Executive Director and Director of Strategic Engagement. This position serves as the primary contact for external vendors and is responsible for the day-to-day functioning of organizational systems, financial tracking, scheduling, and communications. The Administrative Manager will lead the work with The Hariri Institute’s core administrative team to manage member dues across BWWC’s 200+ member organizations and oversee budget reconciliation. In addition, they will lead operational improvement projects. Incumbent expected to have deep experience and facility with Salesforce, QuickBooks, Constant Contact, Google Suite (Gmail, Google Calendar, Google Sheets) and Microsoft Office (Word, Excel, PowerPoint), and is comfortable managing multiple systems simultaneously in a fast-paced nonprofit environment.

Requirements

Bachelor’s degree and 2+ years of relevant experience in managing administrative duties in an office environment as well as managing projects on their own
Demonstrated expertise in Microsoft Office (especially PowerPoint, Excel, and Word), Salesforce, Google Suite for Business, Square Space website management software and Constant Contact
Proven ability in financial management, including budgeting and weekly financial reconciliations
Experience coordinating meetings and keeping team calendars up to date
Excellent organizational skills
Superior attention to detail
Comfortable multi-tasking and being flexible when priorities shift
Effective communicator in both writing and orally

Responsibilities

Serve as an organizational point of contact for team systems, finances, and operations.
Introduce improvements and maintain high quality system functions across all technology platforms that support BWWC operations including Salesforce, Constant Contact, Google Suite, Microsoft Office and Square Space.
Maintain and update databases, including member organization records, contact lists, and engagement tracking.
Run reports as needed to support leadership and fundraising.
Manage and support scheduling for team calendars.
Prepare materials in advance.
Maintain shared drives and folder structures.
Track budgets, build and maintain project timeline trackers for key initiatives.
Build high visibility presentation decks.
Take and distribute notes.
Use MailMerge, conditional formatting, pivot tables, and cell formulas to improve team communication.
Maintain and troubleshoot BWWC’s wage gap calculator tool; coordinate with IT or vendors for technical issues.
Serve as the primary internal liaison with BWWC’s outsourced IT provider and various external partners.
Manage annual dues invoicing and collection for all 200+ member organizations using QuickBooks; track payment status and follow up on outstanding balances.
Coordinate with the BU Gifts Office to ensure correct allocation of incoming funds.
Conduct weekly budget reconciliations; flag discrepancies and report to the Executive Director.
Manage vendor relationships including collecting estimates and invoices.
Support Biennial Wage Gap Measurement Program logistics, including updating data contact lists, communicating with Signers regarding program dates, submission reminders, and questions; develop project timeline; manage “hotline” for member questions.
Provide logistical and operational support (venue and catering coordination, day-of logistics, materials preparation, etc.) to Engagement Manager for all events they lead, including quarterly briefing sessions, Wage Equity Impact Awards and Effective Practices Conference.
Special projects, as needed.