Administrative Manager

Administrative Manager

Full-time permanent, 5 days a week

Monday through Friday, 10 am–6 pm

Hybrid: one day remote, four days in person 

Print Center New York seeks a highly organized, self-motivated, and caring team member to be our Administrative Manager. This position reports to and collaborates regularly with the Executive Director and Director of Development and External Affairs, and serves as an integral part of the executive team. They also support and work closely with the Board of Trustees and everyone on Print Center New York’s staff. The Administrative Manager will have the primary responsibility for managing and maintaining a high-level of effectiveness for the offices of the Executive Director and the Director of Development and External Affairs by providing results-oriented administrative and professional support. This position also will be responsible for the management of materials for Board and select Committee meetings; and the implementation of donor/gift related processes and communications. The Administrative Manager regularly collaborates with the organization’s external financial accountant and supports basic human resource functions. They serve as a valued colleague who exercises good judgment. This position is ideal for an arts/administrative professional who has a positive attitude, is solution-oriented, will develop recommendations, and wants to be part of a dynamic, growing arts non-profit in a newly-opened space.

Administrative and Board:

(Under the supervision of Executive Director)

• Assist with ED’s appointments, calendar, and communications, empowered to make schedule changes to support goals
• Coordinate Board and select Committee meetings and communications, and prepare, disseminate, and file meeting materials; take meeting Minutes
• Provide project management support to ED
• Coordinate ad hoc organizational projects with outside vendors, such as document management/archiving

Development:

(Under supervision of Director of Development and External Affairs) 

• Draft and track gift/donation acknowledgements, pledge statements, and letters to donors in a timely manner
• Track the receipt of and liaise with accountant regarding all revenue including depositing mailed checks, wire transfers, stock donations, and credit cards (i.e. Stripe and GiveLively) 
• Perform database gift entry and update donor records in eTapestry software
• Produce reports and lists from donor database
• Tracking membership gifts  through Give Lively and eTapestry software
• Engage in ad hoc donor prospect research and prepare annual updates to donor wall 

Finance:

• Liaise with external accountant for bill payment, recording, invoicing, account reconciliation, and annual audit 
• Manage the Expensify account for the Executive Director and Director of Development and External Affairs; oversee bill payment through Bill.com; monitor electronic payments through Give Lively and Stripe
• Create invoices and code outgoing and incoming invoices and receipts 
• Reconcile credit card account expenses 

General Office and HR Administration:

• Coordinate organizational Google calendar and staffing calendar
• Serve as key staff member in administering the policies outlined in the staff handbook
• Purchase office supplies and maintain equipment and technology with vendors and external support
• Maintain office files efficiency and orderliness of office
• Onboard employees and maintain files and documentation throughout employment          
• Ensure organization labor compliance and administration of insurance and statutory benefits
• Maintain employee records
• Set-up relationship with HR solutions provider with access to a dedicated professional and functional tools that automate HR management
• Liaise with the organization’s brokers to complete required audits for healthcare management and insurance providers
• Organize staff events and wellness activities in collaboration with team members

Qualifications: 

• Minimum Bachelor’s degree
• Minimum 3-5 years of focused work experience in a similar capacity
• Excellent prioritization, planning, and follow through; administrative skills and systems management 
• Ability to balance multiple tasks, meet multiple deadlines, and proactively problem solve
• Competency working with calculations, spreadsheets, financial reports, and digital platforms 
• Strong interpersonal, written, and verbal communications skills
• Confidence and diplomacy interfacing with stakeholders, vendors, and the public
• Discretion handling sensitive and confidential information
• Ability to work both independently and collaboratively
• Proficiency with Google Office Suite platform and experience with customer relationship management systems (donor and/or sales databases) and financial management tools
• Ideally have a personal investment in the arts/culture and a passion for mission-based work 

Salary range $60,000-65,000. 

A comprehensive benefits package includes employer-paid medical, dental, and vision insurance, and generous paid vacation and personal/sick/safe time. The Administrative Manager will be able to work one day per week remotely except for when needed on site. 

Print Center New York values its employees and offers an inclusive, collegial, and creative work environment. As an equal employment opportunity employer, all qualified applicants will receive consideration for employment without unlawful discrimination based on race, ethnicity, color, national origin, sex, sexual orientation/affection, gender identity or expression, age, disability, work-related injury, marital status, pregnancy, religion, political ideology, criminal status, covered veteran status, genetic information, or any other factor or category that the law protects from employment discrimination.

To apply, please email a resume and cover letter with two references in a single PDF document, with the subject line “Administrative Manager,” to contact@printcenternewyork.org. Apply by June 5, 2023.

We thank all applicants for their interest in working with Print Center New York. Due to our small staff and the anticipated volume of applications, we can only contact candidates who are selected for interviews. We ask that you please not call to inquire about your application status.