Administration Manager

REPORTS TO: CEO

POSITION SUMMARY: The Administration Manager is a dual-role position combining the traditional responsibilities of
HR Generalist and Executive Assistant. HR-related functional responsibilities will include such areas as recruitment,
onboarding, employee relations, benefits administration, performance management, and employment compliance.
Administrative-related functional responsibilities will include such areas as supporting the CEO, assisting with board
meeting preparations, scheduling and travel, meetings space and event coordination, supply and equipment
purchasing, file management, and other administrative support-related activities.

The ideal candidate will be a flexible and creative self-starter, who is just as comfortable working autonomously as
with a team. This candidate should work well in a high-performance expectation environment, bringing enthusiasm
and passion for the mission to the office and offering up new ideas and solutions.

This position offers a flexible work schedule, a hybrid role allowing for a combination of days in the Roseville office
and working from home each week. This role is exempt.

Responsibilities: The Administration Manager will be responsible for the following:

Human Resources:

  • Work closely with department leaders to provide effective HR service to the organization for the
    achievement of the organization’s goals and objectives.
  • Develop and lead recruitment efforts: prepare and post job advertisements, screen applications, arrange
    interviews, participate in the selection process, maintain efficient tracking of applicants and administer pre-
    employments tests and background checks.
  • Develop and administer a robust new hire orientation and onboarding program.
  • Work with department leaders to ensure job descriptions for all roles are current and updated.
  • Prepare documentation for new hires and changes in pay, status or benefits for existing staff.
  • Establish, maintain and control employee records, recruitment records, files, correspondence, reports, and
    organization charts.
  • Manage sensitive and confidential matters including employee relations, organization changes, and protect
    the security of information, data and files.
  • Provide support and guidance to management and other staff when complex, specialized, and sensitive
    questions and issues arise; administer and execute routine tasks in delicate circumstances such as providing
    reasonable accommodations, investigating allegations of wrongdoing, and discipline and termination of
    employees in accordance with organization policies.
  • Maintain and update benefits administration, HR procedures and policies, and training events or programs.
  • Work in tandem with finance and payroll to ensure consistency and accuracy in employee compensation.
  • Work in partnership with external PEO to keep up-to-date on current issues, best practices, laws and
    compliance/regulatory matters, and ensure the HRIS system is maintained and accurate.
  • Manage employee performance appraisals and the salary increase/budget process, working in conjunction
    with both managers and employees for training, communications and compliance.

Administrative Support:

  • Assist CEO with board meeting preparations, presentations, documents and files, scheduling and travel
    arrangements.
  • Maintain and update board-related documents, files and reminders.
  • Coordinate meetings, including scheduling, sending reminders, and organizing catering when necessary.
  • Manage meetings space, event coordination, meals, supply and equipment needs.
  • Serve as CEO’s representative in communications and at events or meetings, whether in person or virtual,
    taking notes and recording minutes as needed.
  • Receive incoming communication or memos on behalf of CEO and board, review contents, determine
    importance, and summarize and/or distribute contents to appropriate staff.
  • Manage sensitive matters with a high level of confidentiality and discretion, especially decisions directly
    impacting individual employees or the overall operations of the organization.
  • Prepare Word, Excel, PowerPoint presentations, agendas, reports, correspondence, special projects and
    other documents as needed.
  • Supervise and coordinate overall administrative and office tasks including maintaining records, ordering
    supplies, mailing/shipping and performing basic bookkeeping.
  • Complete ad hoc projects as assigned or other duties as needed in carrying forward the mission of KINF.
  • Attendance at and occasional travel may be required for key events.

 

Skills and Preferred Attributes:

  • Excellent written and verbal communication skills.
  • Excellent interpersonal, negotiation and conflict-resolution skills.
  • Ability to prioritize tasks and effective time-management skills.
  • Excellent organizational skills and attention to detail.
  • Ability to act with integrity, professionalism and confidentiality.
  • Creative, curious and committed to excellence.
  • Passion for mission and service.
  • Effective and efficient at multi-tasking.
  • Skilled at operating under pressure and meeting deadlines.
  • Advanced Proficiency in Microsoft Office (Outlook, Word, Excel, and PowerPoint).
  • Proficiency with or the ability to quickly learn the HRIS and talent management system.
  • Committed to facilitating a high-performing team environment.

 

Education and Qualifications:

  • Bachelor’s degree in Human Resources, Business Administration or related field.
  • Minimum five to seven years of combined human resource and executive assistant or office manager
    experience.

Physical Requirements:

  • Prolonged periods sitting at a desk and working on a computer.
  • Must be able to lift up to 25 pounds at times.

 

Apply by sending your resume to jobs@kinf.org

The Kids in Need Foundation is an Equal Opportunity Employer. Prospective employees will receive consideration without discrimination because of race, color, religion, creed, gender, national origin, age, disability, marital or veteran status, sexual orientation, or any other legally protected status.

We offer a generous benefit package including a 5% 401k match and 31 days off annually.

 

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