Administrative Manager

We're hiring an Administrative Manager! Support the Association of American Rhodes Scholars by managing operations, member engagement, and board initiatives. Make an impact on a prestigious alumni community. Flexible hybrid role in McLean, VA.

Job description:

Client: The Association of American Rhodes Scholars (AARS)

About Us: The AARS is a non-profit alumni organization for Rhodes Scholars from or living in the United States. Our mission is to foster an engaged community of over 2,200 Rhodes Scholar alumni through a variety of programs, publications, and member services. We are committed to supporting Rhodes Scholars throughout their lives and leveraging the Rhodes network to make positive impacts on society.

Role: Administrative Manager

Description: We are seeking a mission-driven and highly-motivated individual to support our programming and operations. This role will play a crucial part in ensuring the smooth running of our organization and the success of our initiatives.

Scope:

1. Alumni Engagement and Programming Initiatives: Work closely with the AARS board to develop and implement innovative alumni engagement and programming initiatives.
2. Event Coordination: Coordinate logistics and provide on-site support for AARS events including annual reunions and scholar dinners, Bon Voyage & Welcome Back weekends, and regional gatherings with up to 200 attendees.
3. Fundraising and Development Activities:
   1. Consult on and support a range of fundraising and development activities, including support for ongoing development campaigns.
   2. Responsible for promptly processing dues payments; donations including checks, wires, credit cards, matching gifts, and legacy gifts; and other revenues like ticket sales.
   3. Responsible for issuing acknowledgements to donors and providing monthly development reporting.
   4. Support administration of a non-profit fundraising channel that sends funds to the University of Oxford.
4. Communications Management: Manage aspects of alumni communications channels including website content, email campaigns, social media, and print media. Coordinate with the editor and the contract printer to oversee production of quarterly magazine. Take photos during events for use on social media platforms.
5. Data Management: Responsible for ensuring accurate membership data in our CRM database and storage and retention of physical statements, checks, donor/membership documents, and financial records in alignment with our retention policy.
6. Customer Service: Provide excellent customer service to our alumni members via phone, email, and mail.
7. Board Support: Assist our 30-member Board of Directors with meetings, materials preparation, elections coordination, and new member orientation. Attend monthly executive committee meetings, which are held virtually. Attend full board meetings, which are held in person twice a year. Take minutes during board meetings and support the Board Secretary. Support board president(s) with planning for each board meeting.
8. Financial Management: Coordinate with the organization’s contract accountant & bookkeeper. Familiarity with Quickbooks, Bill.com, and budgeting in Excel are major pluses. Track cash balances and report to the Treasurer.
9. Vendor & Contract Management: Seek bids for services, manage vendor relationships on behalf of the AARS, and make payments to vendors.
10. Operations Support: Manage annual registrations such as the annual Delaware state filing, CT Corporation, etc. Manage the organization’s Dropbox, Flickr, Asana, Zoom, and other services.

Skills and experience needed:

• 5+ years administrative experience in a professional services, nonprofit management, international education, higher education, and/or alumni relations role.
• Proficient with Microsoft Office suite, CRM software, MailChimp or similar email service, and QuickBooks.
• Familiarity with Asana or other project management software.
• Excellent written and verbal communications skills.
• Sharp attention to detail and organization skills.
• Ability to prioritize, multi-task, and work independently.
• Passion for international education and alumni engagement.

Desired skills and experiences: Experience with alumni programming, publications, and/or events. Donor relations or fundraising exposure. Prior experience delivering services as an independent contractor.

Travel: The AARS board has two board meetings each year, one in April and the other in September. The April board meeting is held in a different city in the US each year, while the September meeting is held in DC. This individual is expected to attend both board meetings in person.

Office: The office is located at Industrious, a co-working space on International Drive in McLean, VA.

Training: Training will be provided.

Employment status: The AARS is seeking an independent contractor for this role.

Compensation: A contract rate equivalent to $60-80,000 per annum, based on skills and experience.

Website: www.americanrhodes.org The AARS is an equal opportunity employer committed to building a diverse and inclusive team. We encourage applications from people of all races, religions, national origins, genders, and ages, as well as veterans and individuals with disabilities. Please email admin@americanrhodes.org with any questions about this role.

Work Location: Hybrid remote in McLean, VA 22102. In-office is expected 2+ days a week.

Stipend to be provided for health & dental insurance.