Senior Administrative Manager

Job Summary: This position reports to the CFO and provides direct administrative and operational support to the CFO and CEO. The ideal candidate is flexible to assume leadership on emergent issues, a problem-solver, has strong communication skills, effective financial skills, collaborative, highly organized, and detail oriented. The category of duties includes: Finance support; payroll and benefits administration; executive administrative support for the CEO, CFO, and the Board; and general office support.

ABOUT COLLEGE SPARK WASHINGTON

College Spark Washington (CSW) supports the postsecondary dreams of students and their communities through grant-making focused on dismantling racism in the education system. We envision an education system that encourages learners to be their authentic selves and are eager and equipped to guide them towards realizing their dreams. As a 501c3 private foundation, CSW invests in community wisdom and promising solutions with our grantees, as we actively seek and embrace opportunities to support students, communities, and allies to devise and implement educational improvement in Washington state.

CSW began supporting access to higher education in 1978 by managing student loan programs. In 2004, College Spark was reorganized as an education grant-maker and since then has committed more than $100 million to postsecondary success programs throughout Washington state. CSW has assets of ~$120 million, a staff of six and a 15-member Board of Trustees. CSW has an annual budget of ~$8 million, which includes grant disbursements of ~$5 million. The office supports a hybrid work environment, with at least half of the workweek being virtual.

ESSENTIAL FUNCTIONS:

Administrative Support Duties

1. Perform a variety of support duties for the CEO & CFO, which may include complex scheduling, drafting correspondences, providing Board presentations, meeting planning and preparation, and special project management.
2. Collaborate with the CEO to onboard and offboard Board members, including developing board gap analysis, and documenting the Trustee nomination process.
3. Collaborate with the CEO to administer the Trustee’s annual Conflict of Interest (COI), nondisclosure, and Trustee self-evaluation surveys.
4. Provide administrative support for the Board and committee meetings, including providing logistical support, ordering food, taking meeting minutes, and maintaining Board records.

5. Provide administrative support to grants and initiative staff by managing grantee meeting logistics, travel planning, document preparation and proofreading, and issuing stipends and reimbursements.

Accounting Support Duties

1. Serve as the financial assistant, under the direction and support of the CFO.
2. Perform a variety of accounting activities including financial day-to-day operations; credit card expense tracking and recording; analysis and payment of invoices; recording of journal entries; deposit of funds; reconciliation of bank and credit card monthly statements; and maintain budgetary oversight on all foundation projects and funds. Review and process expense reimbursements for accuracy, support, and appropriate approvals.
3. Prepare bi-weekly payroll for CFO review, prepare & pay bi-weekly retirement contributions, create payroll journal entries, and update leave tracking reports.
4. Demonstrate leadership in grants payable invoices for payment by tracking through the approval process and entering in accounting software, the printing of checks (or ACH issuance), obtaining signature(s), and mailing checks.
5. Coordinate with the CFO to assist, analyze and support outside financial, auditing, and investment organizations as related to the foundation’s endowment, investments, and banking.
6. Maintain all records needed to satisfy IRS and Washington state Not-for-Profit Organization requirements.
7. Prepare various financial reports for the CFO’s analysis.
8. Assist with the coordination and preparation of the annual budget for the foundation.
9. Assist with any other finance related administrative tasks as assigned.

HR Support Duties

1. Collaborate with CEO to on-board and off-board employees.
2. In collaboration with the CEO, work to ensure that the foundation’s human resource policies & practices align with the mission and comply with applicable laws, including drafting the annual Employee Handbook and Staff survey.
3. Collaborate with the CFO in administering payroll and employee benefit programs.

General Office Operational Duties

1. Manage relationships with financial institutions and external professional IT support companies.
2. Lead the organization in password security and technology inventory (hardware/software) purchasing/license renewal.
3. Manage the relationship with the Landlord and advancing building/office maintenance issues.
4. Maintain corporate records and lead the organization for record retention policies.
5. Coordinate purchase of office supplies; serve as the point of contact for office services contracts.
6. Manage copying, mail, and other general office duties as expected in a small office environment.

QUALIFICATIONS:

• Associate’s degree, or higher, in Accounting, Finance, Business Administration, or a related field and four years of related experience. Additional experience may be substituted for the degree.
• Administrative experience in a nonprofit, educational institution, governmental organization, or a foundation, is preferred.
• CSW is a Microsoft Windows/Office and QuickBooks environment. The ability to demonstrate your proficiencies in these tools will be needed.

Benefits include: vacation, holiday, personal leave, retirement match, health, dental, vision, life, short-term and long-term disability insurance)