Administrative Manager

Position Summary

This is a full time position reporting directly to the Director of International Field Operations at YouthBuild International. The Administrative Manager’s role is to: provide an efficient support system for the YouthBuild International (YBI) team, including skilled support to the President of YBI; manage the financial administrative responsibilities for the team; develop effective systems as appropriate; accurately process vouchers, invoices and other financial documents; and to ensure that internal and external communication flows smoothly. The candidate should be able to evaluate existing systems and processes and to make them more effective. The position requires meticulous attention to detail and a willingness to work with international partners.

YBI team members travel often and the Administrative Manager will provide essential coordination and play a key communications role among team members and with staff in other YouthBuild USA departments. The candidate needs to be highly productive, efficient, and reliable and able to maintain a sense of humor in a fluid, fast-paced and deadline-oriented environment.

Specific Responsibilities

o Financial Administration (60%).

• Organize and process vouchers, invoices, expense reports, cash advances, consultant contracts, wire transfers, and other financial documents for submission to the Fiscal Department.
• Generate consultant contracts and manage communications with consultants regarding their contracts, invoices, and expense reports.
• Coordinate schedule of wire transfers to staff, consultants, partner organizations, and vendors.
• Assist in budget preparation and management using Excel and other software as required.

o Resource Development (20%).

• Provide administrative support on all aspects of proposal development and application process.
• Assemble required appendices for complex federal and private grant proposals.
• Upload grant proposals and associated documents through on-line application and other systems.

o Administration (20%).

• Provide general administrative support- copying, filing, data entry, and scheduling meetings.
• Provide logistical support for meetings and conferences, including delegations traveling to the U.S., including arranging travel, lodging, meals, and developing advance materials.
• Create power point presentations as requested and generate charts, tables, and graphs.
• Develop new and maintain existing systems, such as reporting system to funders and consultant directory and resources.
• Work with YBI team to update website.
• Manage photographs for website and electronic newsletters.
• Learn and manage all technology systems well in order to use them efficiently and provide ongoing guidance to the YBI team.

Required

• A Bachelor’s degree or the equivalent
• Multilingual preferred
• At least 5 years of experience working with senior management level staff
• Experience working in a multi-cultural community; being respectful of various points of view
• Accuracy and attention to detail and follow-through; comfort working with numbers
• Ability to prioritize assignments, manage a large volume of work and communications, and meet deadlines
• Ability to manage complex projects; excellent organizational skills
• Ability to function under time pressure, work quickly, and multi-task
• Ability to be flexible, responsive, take initiative, and close the loop on all communications and projects
• Excellent internet and computer skills, particularly in Microsoft Office Products including Excel, PowerPoint, and Word
• Excellent written/oral communication skills
• Excellent customer service and interpersonal skills with internal and external stakeholders and facility in developing positive, respectful working relationships with staff across the organization
• Familiarity with federal grant submission processes a plus
• Good judgment, discretion, and confidentiality
• Self-starter with good attitude for consistent follow-up and follow through
• Sincere interest in the mission

If you are interested in learning more about YouthBuild USA, please visit our website at www.youthbuild.org. If you are interested in applying for this position, please send your cover letter and resume to: Job Search, YouthBuild USA, 58 Day Street, Somerville, MA 02144 or you may apply on-line @ http://www.youthbuild.org/apply. Please apply by March 13, 2015. YouthBuild USA is an Equal Opportunity Employer Male/Female/Disabled/Veteran.