Manager of Administrative Operations

The Manager of Administrative Operations at ICP plays a pivotal role in ensuring the smooth functioning of our office and essential administrative processes. Reporting directly to the Executive Director, this position involves facility operations, overseeing financial management, payroll and human resources.. The ideal candidate is proficient in various software applications, possesses strong supervisory skills, and demonstrates a solid understanding of QuickBooks, excel, EHR, medical billing, and payroll, and nonprofit financial management practices.

Responsibilities (Percentage Breakdown)

Financial Management (35%)**

• Utilize QuickBooks to oversee financials and monthly reconciliation of bank accounts.
• Facilitate monthly bill payments.
• Monitor tuition payments, including payment plans.
• Prepare sublease agreements and monitor payments for all sublease rentals.
• Actively participate in Finance Committee, Billing, and Program Manager meetings.
• Interface with accountant and banking personnel.
• Lead the annual audit process (July-September).

Supervision (25%)**

• Provide effective leadership to the Billing & Payroll Team, overseeing accounts receivable and payroll processes.
• Supervise reception and housekeeping staff.
• Review and submit 1099 payroll, addressing any contractor concerns promptly.

Human Resources (15%)**

• Interface with PEO and review contracts for benefits administration.
• Oversee W2 administrative onboarding and maintenance of employee records, including background checks for all employees and contractors.
• Ensure compliance with required employee trainings and updates to the Employee Handbook.

Facility Operations (20%)**

• Conduct research to identify cost-saving opportunities related to vendor contracts.
• Oversee facilities liaison to prioritize timely completion of office repairs to maintain a safe and functional workspace, and coordinate with vendors for maintenance and repairs, including HVAC, electrical, and supplies procurement.

Additional Tasks (5%)**

• Flexibly address emerging tasks and responsibilities as needed.

Benefits**

• Enjoy 100% employer-paid health insurance, generous PTO accrual, and a hybrid work environment.

Qualifications & Key Competencies**

• Demonstrated leadership and supervisory experience.
• Highly competent and experienced in QuickBooks, Excel, and other relevant software applications.
• Strong organizational and time management skills.
• Excellent written and verbal communication abilities.
• Thorough understanding of payroll procedures and insurance billing practices.
• Experience with Electronic Health Records.
• Knowledge of nonprofit financial management principles.

Education**

• Bachelor's Degree required.

Experience**

• Minimum of 5 years' work experience, preferably in a medical and/or nonprofit setting.

Note: This job description provides a comprehensive overview of the role and its responsibilities. Duties may evolve over time to meet organizational needs.*

Salary: $58,000-$65,000, commensurate with experience and qualifications.