Administrative Manager

Administrative Manager (Finance and HR) How to Apply: Email a single PDF including a cover letter, resume (2 pages max), and three references to careers@sunflowerstarlab.org. Application review will begin November 2nd, and continue until the position is filled, with an anticipated start date in December of 2026. About Us Founded in 2021, Sunflower Star Laboratory (SSL) is a community-based 501(c)(3) nonprofit that leads research and conservation to recover the sunflower star, building kelp forest resilience with our communities. Sunflower stars play a key role in maintaining healthy kelp forest ecosystems by preying on and influencing the behavior of urchins and other grazers, which would otherwise overgraze and devastate kelp habitats. Since the outbreak of Sea Star Wasting Disease, sunflower star populations have collapsed, leaving California’s kelp forests vulnerable, out of ecological balance, and degraded. In collaboration with universities, aquariums, research laboratories, and other partners, Sunflower Star Laboratory develops applied methods and mobilizes resources to grow sunflower stars at the scale needed for recovery, and leads groundbreaking research and outplanting trials to restore this keystone predator. SSL has grown rapidly into a marine conservation leader, and has cemented a stable financial future through multi-year funding commitments and a diverse portfolio of support. The Administrative Manager will serve as SSL’s 10th employee, and join an expanding, mission driven team in the heart of Monterey Bay. Position Overview: The Administrative Manager is Sunflower Star Laboratory's lead for financial and human resources management, ensuring that the organization's administrative processes flow smoothly to support SSL’s conservation efforts. Reporting to the Executive Director, this full-time position manages grant and restricted-fund accounting, accounts receivable and payable, budgeting, financial reporting, recordkeeping, and payroll. SSL is funded through a mix of restricted and unrestricted grants from governmental and private sources, along with substantial private donations. This position will optimize and maintain the financial systems and internal controls that keep each of these funding streams accurately tracked and the organization audit-ready and compliant. This position also helps administer human resources for staff, interns, and volunteers, and assists in a limited capacity with workplace management tasks, including accountable property tracking and IT for SSL's office facilities in Moss Landing, CA. Compensation and Benefits: Salary Range: $70,000-$85,000. Exact placement within the range is determined by experience, skills, and qualifications. Benefits:18 days Paid Time Off (PTO) per yearAnthem Medical Insurance Coverage (employer covers 75% of premium cost, both HMO and PPO available)Roth IRA Retirement Savings Plan through CalsaversHybrid workplace options Major Duties: Financial Management (approximately 60% of time) Grant management and restricted and unrestricted funds • Manage the financial side of SSL's grant portfolio, which includes both restricted and unrestricted grants from federal sources and private foundations.• Track funds with and without donor restrictions by grant, gift, program, and purpose; ensure expenses are charged to the correct funding source, and that releases from restriction are recorded properly.• Maintain a grants calendar of budget periods, reporting deadlines, match requirements, and closeout dates; prepare financial reports, invoices, and reimbursement requests to funders and prime awardees. Private donations • Process and deposit private donations, which make up a substantial share of SSL's revenue, including online, check, stock, and in-kind gifts.• Record donor restrictions accurately at the time of each gift and track restricted donations through to their release.• Partner with the Executive Director on donor and major gift recordkeeping, gift acknowledgement, pledge tracking, and year-end giving reporting. Accounts receivable and accounts payable • Prepare and send invoices to funders, partners, and other payers; track receivables and follow up on outstanding balances.• Process vendor bills, purchase requests, credit card transactions, and staff reimbursements; obtain required approvals and pay bills on time.• Maintain vendor records, including W-9s, and prepare annual 1099 filings. Budgeting • Assist in preparation of the annual organizational budget with the Executive Director for Board of Directors approval• Monitor budget-to-actual performance, prepare cash flow projections, and flag variances and risks early. Financial reporting • Oversee monthly reconciliations and close, and prepare monthly and quarterly financial statements with the Executive Director, including statements of financial position, activities, and budget vs actuals.• Prepare for and coordinate the annual financial review or audit, Form 990, and California Attorney General Registry of Charitable Trusts and other state filings, working with the outside CPA. Recordkeeping • Maintain the general ledger, chart of accounts, and class or program tracking in SSL's accounting system (QuickBooks); post journal entries and oversee reconciliation of bank and credit card accounts monthly.• Keep organized, audit-ready financial records, contracts, grant agreements, and supporting documentation• Develop, document, and maintain financial policies, procedures, and internal controls that safeguard organizational assets and follow Generally Accepted Accounting Principles (GAAP), scaled to a small, growing nonprofit. Payroll • Administer semi-monthly or bi-weekly payroll through SSL's payroll provider, including timesheets, paid time off accruals, and deductions.• Reconcile payroll liabilities and ensure timely payroll tax filings and compliance with California wage-and-hour requirements. Human Resources (approximately 30% of time) While experience in HR is a preferred candidate qualification, it is not a requirement, and HR training can be provided for candidates with a strong financial management background. • Maintain HR policies, procedures, and the employee handbook in compliance with federal, state, and local employment laws, including equal employment opportunity requirements.• Assist in recruitment and hiring for staff, seasonal positions, and interns, including job postings, background checks (when needed), and offer letters.• Conduct onboarding, orientation, and offboarding, including I-9 and new hire reporting, required notices, and personnel files.• Administer employee benefits, including health insurance, retirement plans, leave policies and tracking, and workers' compensation.• Maintain accurate, confidential employee records and track required workplace postings.• Help foster a positive, safe, and productive work environment for a small, field- and lab-based team. Workplace Management and IT (approximately 10% of time) • Oversee administrative operations at the Moss Landing facility, including leases and vendor / service provider contracts.• Manage accountable property tracking• Manage SSL's IT systems, including Google Workspace or Microsoft 365 accounts, shared drives, software licenses, devices, and basic cybersecurity and data backup practices.• Other duties as assigned Work Location: This position will be a hybrid role including onsite presence at Sunflower Star Laboratory's conservation facility in Moss Landing, CA, and situational telework. Situational telework will be permitted as coordinated with the Executive Director. Occasional local errands, such as bank deposits and supply pickups, may be required. Work is primarily office-based and involves extended computer use. Qualifications: Desired Qualifications: • Resides or will reside within Monterey or Santa Cruz Counties• At least 4 years of experience in accounting, bookkeeping, or financial and administrative management.• Working knowledge of nonprofit fund accounting, including tracking funds with and without donor restrictions, grant expenditures, and donations, and of GAAP as applied to nonprofits.• Hands-on experience with accounts payable and receivable, monthly reconciliations, and preparing financial statements.• Experience processing payroll and working with a payroll provider.• Proficiency with accounting software (QuickBooks Online) and advanced spreadsheet skills.• Strong organizational skills and close attention to detail.• Clear written and verbal communication skills, including the ability to explain financial information to non-financial staff.• Ability to manage multiple deadlines and work independently with minimal supervision.• Ability to work cooperatively in cross-functional teams.• Consistent, reliable transportation to the Moss Landing facility. Preferred Qualifications: • Bachelor's degree in accounting, finance, business administration, or a related field• Working knowledge of HR administration and federal and California employment laws.• Experience managing private foundation grants and donor-restricted gifts, and working with donor database systems • Experience preparing for nonprofit audits or financial reviews• Experience developing HR policies and managing performance review processes, or an HR certification (e.g., SHRM-CP or PHR)• Experience administering small-office IT systems such as Google Workspace or Microsoft 365• Experience working with a small or growing nonprofit organization• Interest in marine conservation, environmental science, or a related field