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Nonprofit
Administrative Manager
Details
Description
Harlem Stage seeks a strategic, highly organized, and detail-oriented Administrative Manager to manage the organization’s day-to-day administrative, financial, and operational functions. This role is essential to ensuring efficient internal processes and strong coordination across departments.
The Administrative Manager will report into the Chief Impact Officer, and work closely with the Director of Finance, and cross-functional teams to manage accounts payable, manage payroll, track and report revenue, support audit preparation, and maintain accurate financial and administrative systems. This role will also oversee office operations, help maintain organizational infrastructure, and provide coordination support during performances and events.
The ideal candidate is a proactive problem-solver with strong organizational and communication skills, who leverages smart, AI-driven tools to drive efficiency and can champion their adoption across the organization. They are capable of managing multiple priorities, while maintaining a high level of accuracy and professionalism in a fast-paced arts environment.
This role is designed to begin as a 3–6 month engagement, with a pathway to a permanent position for a candidate who thrives in the work and contributes to our continued growth.
Benefits
- Hybrid Work Week
- Salary: $80,000 - $90,000
- Temporary engagement of 3–6 months, with opportunity for permanent hire
- Benefits eligibility to be discussed upon transition to full-time permanent role
Location
Associated Location
How to Apply
Key Responsibilities
Financial Administration & Accounts Management
- Input, track, and maintain all invoices in a timely and accurate manner
- Manage and process payments for utilities, insurance policies, and other recurring organizational expenses
- Oversee accounts payable workflows, ensuring deadlines and compliance requirements are met
- Maintain organized digital and physical invoice records to support end of the FY audit preparation
- Payroll
- Lead accurate and timely payroll processing
- Ensure integrity and compliance of payroll systems and records
- Support staff through responsive payroll communication
- Revenue Tracking & Reporting
- Collaborate with revenue-generating teams (development, venue rentals, marketing, etc.) to track earned and contributed income
- Maintain up-to-date revenue tracking systems and dashboards
- Provide clear, concise weekly revenue reports to leadership
- Identify discrepancies and ensure alignment across departments
- Audit & Finance Support
- Support the Director of Finance in preparing for annual audits
- Gather, organize, and maintain required financial documentation from the staff onsite, as needed
- Assist with internal financial processes and reporting as directed by the Director of Finance
- Operations & Administrative Support
- Run local errands related to organizational needs (banking, supplies, etc.)
- Help maintain office systems, supplies, and administrative infrastructure
- Assist with general operational coordination across departments
- Performance Support
- Provide administrative or logistical support during evening and weekend performances, as needed
- Serve as a point of coordination for basic operational needs during events
Qualifications
- 3–5 years of administrative, operations, or finance-related experience (nonprofit or arts preferred)
- Strong organizational skills and exceptional attention to detail
- Experience with accounts payable, invoice tracking, and financial systems
- Ability to manage multiple priorities and meet deadlines consistently
- Proficiency in Microsoft Office, Excel, Salesforce, and/or Google Workspace; experience with accounting software, such as QuickBooks, a plus
- Strong communication and interpersonal skills
- Valid New York State driver’s license required
Compensation & Benefits
- Salary: $80,000 - $90,000
- Temporary engagement of 3–6 months, with opportunity for permanent hire
- Benefits eligibility to be discussed upon transition to full-time permanent role
To Apply
Please send letter and resume dmay@harlemstage.org
Harlem Stage is committed to diversity and especially encourages members of underrepresented communities to apply. It offers equal opportunity employment regardless of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability status, age, marital status, or protected veteran status.Learn more about Harlem Stage at harlemstage.org
