Administrative/Operations Manager

Administrative/Operations Manager

Organization Background

The Boston Women’s Workforce Council (BWWC) facilitates a public-private partnership between the Boston Mayor’s office and Boston-area employers to make sure women, and particularly women of color, are both advanced and paid equitably.

Over 200 employers have signed the 100% Talent Compact pledging to:

• seek gender equality in their firms
• share best practices with other Compact Signers by attending quarterly briefing sessions
• contribute their payroll data confidentially every two years to the BWWC Wage Gap Measurement effort so that we can report a community snapshot of progress made in closing the gaps
• provide funding for the Council’s operations

The BWWC is housed at Boston University, which acts as the organization’s fiscal agent, allowing all membership dues to be tax deductible. All BU benefits, therefore, are available to employees of the BWWC and include health and dental care, 401K contributions, and tuition reimbursement among others.

Position Description

The Administrative Manager is a critical operational role at BWWC, providing comprehensive support to the entire BWWC team, including the Executive Director and Director of Strategic Engagement. This position serves as the primary contact for external vendors and is responsible for the day-to-day functioning of organizational systems, financial tracking, scheduling, and communications. The Administrative Manager will lead the work with The Hariri Institute’s core administrative team to manage member dues across BWWC’s 200+ member organizations and oversee budget reconciliation. In addition, they will lead operational improvement projects.

Incumbent expected to have deep experience and facility with Salesforce, QuickBooks, Constant Contact, Google Suite (Gmail, Google Calendar, Google Sheets) and Microsoft Office (Word, Excel, PowerPoint), and is comfortable managing multiple systems simultaneously in a fast-paced nonprofit environment.

Systems Maintenance, Improvements and Record Retention

Serve as an organizational point of contact for team systems, finances, and operations. Introduce improvements and maintain high quality system functions across all technology platforms that support BWWC operations including Salesforce, Constant Contact, Google Suite, Microsoft Office and Square Space.

• Record retention on Salesforce and Constant Contact: Maintain and update databases, including member organization records, contact lists, and engagement tracking. Run reports as needed to support leadership and fundraising.
• Meeting coordination using Google Drive, Gmail & Calendar: Manage and support scheduling for team calendars. Prepare materials in advance. Maintain shared drives and folder structures.
• Using Google Sheets and Microsoft Office (Word, Excel, and PowerPoint): Track budgets, build and maintain project timeline trackers for key initiatives. Build high visibility presentation decks. Take and distribute notes. Use MailMerge, conditional formatting, pivot tables, and cell formulas to improve team communication.
• Wage Gap Calculator Tool: Maintain and troubleshoot BWWC’s wage gap calculator tool; coordinate with IT or vendors for technical issues.
• Vendor Relationship Manager: Serve as the primary internal liaison with BWWC’s outsourced IT provider and various external partners.

Financial Management

• Manage annual dues invoicing and collection for all 200+ member organizations using QuickBooks; track payment status and follow up on outstanding balances.
• Coordinate with the BU Gifts Office to ensure correct allocation of incoming funds.
• Conduct weekly budget reconciliations; flag discrepancies and report to the Executive Director.
• Manage vendor relationships including collecting estimates and invoices.

Program and Event support

• Support Biennial Wage Gap Measurement Program logistics, including updating data contact lists, communicating with Signers regarding program dates, submission reminders, and questions; develop project timeline; manage “hotline” for member questions
• Provide logistical and operational support (venue and catering coordination, day-of logistics, materials preparation, etc.) to Engagement Manager for all events they lead, including quarterly briefing sessions, Wage Equity Impact Awards and Effective Practices Conference

Special projects, as needed

Qualifications

• Bachelor’s degree and 3-5 years of relevant experience in managing administrative duties in an office environment as well as managing projects on their own
• Demonstrated expertise in Microsoft Office (especially PowerPoint, Excel, and Word), Salesforce, Google Suite for Business, Square Space website management software and Constant Contact
• Proven ability in financial management, including budgeting and weekly financial reconciliations
• Experience coordinating meetings and keeping team calendars up to date
• Excellent organizational skills
• Superior attention to detail
• Comfortable multi-tasking and being flexible when priorities shift
• Effective communicator in both writing and orally

Job Location

Office is located at Boston University’s Boston Campus. Position can be hybrid with 3 days a week in office.

Salary Range

$55K to $65K, depending on experience

How to Apply

All applications should include a cover letter with their resume and email documents to team@thebwwc.org.

The BWWC is committed to a policy of providing equal employment opportunities for all and does not discriminate on race, color, ethnic origin, creed or religion, gender identity, sexual orientation, marital status, age, veteran status or physical or mental disability. We encourage applications from all those interested and qualified.

BWWC is housed at Boston University with all of the university benefits provided through their administration. See this link for more details on the comprehensive list of benefits including health care, dental care, tuition reimbursement and more.

Fluent in English