Administrative Manager

Position Summary

We are seeking an Administrative Manager to lead the day-to-day operations of our front desk and core administrative function at our Downtown location. This is a forward-facing, hands-on leadership role responsible for refining clear procedures and written guidelines and directing the daily activities of the front desk—including client scheduling, phone coverage, client paperwork, and co-pay collection—while ensuring a welcoming, professional experience for the youth and families we serve. This role will also support back-office functions related to grant compliance and reporting, fundraising/donor administrative duties, and help maintain accurate financial records and consistent processes.

Know-How And Qualifications

• A minimum of 3 years of experience working in a similar role.
• Accounting or bookkeeping experience is a plus.
• Proven ability to create, document, and implement procedures and guidelines that bring structure to day-to-day work.
• Proficiency in Microsoft Office 365 is required, along with the ability to learn additional agency-specific software (Electronic Medical Record system and Fundraising software – Boomerang).
• A high degree of attention to detail and accuracy is essential, along with a strong sensitivity to deadlines, multitasking ability, and strong organizational and problem-solving skills.
• The candidate must be professional, self-motivated, and able to work independently.
• Strong verbal and written communication skills are necessary.
• The applicant must be able to work cooperatively within a diverse, team-oriented atmosphere and display a high degree of judgment, discretion, and confidentiality, including the ability to be compassionate and patient while interacting with parents and youth who may be under stress.
• The candidate must be flexible and open to changing priorities and needs.
• Direct and oversee the day-to-day activities of the front desk, ensuring consistent coverage, quality service, and a welcoming environment for clients.
• Collaborate with the Greenwood office staff counterpart to support all agency administrative duties.
• As applicable, train and support front-desk interns.
• Develop, document, and maintain clear front-desk and administrative procedures and guidelines.
• Help manage incoming calls for the entire agency.
• Schedule clients for various programs.
• Collect proper paperwork and co-pays from clients and enter them into our database.
• Provide customer service to clients, community partners, and staff.
• Perform data entry into agency systems.
• Complete light housekeeping duties, keeping client areas and general areas organized (kitchen, meeting rooms, lobby).
• Assist with administrative tasks related to agency fundraising, special events, and similar activities.
• Where qualified, support the agency’s bookkeeping functions—such as accounts payable and receivable, deposits, and accurate record-keeping—in coordination with leadership staff.
• Fulfill fundraising administration duties: entering donations, donor acknowledgements, and reports.
• Support leadership staff as able with mailings and other administrative duties (meeting organization, etc.).
• Reconcile co-pay and client payment records to ensure accuracy across agency systems.
• Perform other duties as assigned.