Administrative Services Manager

Position Description

Kids Forward is a statewide child and family research, communications, engagement, and policy advocacy organization. Kids Forward aspires to build the best future possible for every child and every family in Wisconsin—especially children and families of color and those furthest from opportunity.

Our Team Culture

Kids Forward looks for team members motivated to make a difference by inspiring action and promoting access to opportunity for children, families, and communities across Wisconsin. Using research and a community informed approach, we advocate for effective, long-lasting solutions that break down barriers to success. Our organizational culture is shaped by:

  • Compassion: We seek to understand the life situations of every child and family, and act out of a deep concern for those further from opportunity.
  • Equity: We aspire to build a Wisconsin where every kid, every family, and every community can participate, prosper, and reach their full potential—notably for children and families of color and those furthest from opportunity.
  • Inquiry: We use sound data, listen to diverse voices, respect the expertise that reside within each community, and share what we learn.
  • Accountability: We live our values internally, as we stand up for every kid and family.

The Position

Kids Forward has an immediate opening for an Administrative Services Manager. Our values drive our hiring process. If you share our values and believe that you can lead in this role, we invite you to apply.

The position ensures the smooth running of the Kids Forward office by managing daily office functions, providing administrative support, and establishing administrative policies and procedures. The Administrative Services Manager plays a key role in creating an enjoyable and productive work environment. This will be accomplished through the following actions:

  1. Actively engage in the development of Kids Forward as a multi-cultural, inclusive, and equitable organization with broad racial, ethnic, and economic justice capability.
  2. Office Management: Establish and manage office database and filing (paper/digital systems); Maintain office equipment and supplies; Organize office space assignments and conference room scheduling; Monitor and distribute outgoing/incoming mail ensuring financial controls for invoices and payments; Greet visitors, and answer and route calls.
  3. Board Support: Help the Executive Team and Board President develop and communicate Board agendas and materials; Manage Board and subcommittee meeting logistics; Document and maintain Board records (paper/digital).
  4. Facility Management: Establish and manage procedures supporting a healthy, clean, safe work environment; Coordinate with landlord and cleaning service to ensure building repair and maintenance.
  5. Meeting & Event Support: Help plan special events and internal/external meetings; Manage event and meeting logistics including scheduling, venue selection, catering, set-up, and break-down; Note-taking.
  6. Technology & Accounting Support: Help establish technology, reimbursement, and payroll procedures; Oversee and evaluate network and phone systems; Coordinate with IT, accounting, telephone, and printer vendors; Maintain software licenses and updates; Purchase and install computers and equipment.
  7. HR Support: Support equitable hiring processes by organizing applications, scheduling interviews, and onboarding and orienting staff; Assist with HR administration updating personnel policies, communicating benefits information, and maintaining records.
  8. Fund Development Support: Help establish and coordinate administrative grant and fund development procedures; Conduct mailings and grant submissions; Write funder and donor correspondence; Track donations, fundraising activity, and grant requests; Route fund raising and solicitation leads.
  9. Advise and support the Leadership Team in developing organizational procedures and processes, as well as troubleshooting administrative issues.
  10. Help ensure the smooth flow of information within the organization using online and personal communication methods.

Qualifications:

Research shows that some candidates will only apply if they meet 100 percent of the qualifications. Kids Forward looks for talent and passion. We hire team members from a variety of backgrounds and experiences.

The ideal candidate is self-motivated, organized, and good natured. The position requires the ability to remain calm under pressure, work well in a fast-paced environment, and problem solve creatively and independently. As an advisor to the Leadership Team, the successful candidate will demonstrate leadership ability and a “hands on” approach to keeping the Kids Forward office running smoothly.

Below are the competencies that will help an individual succeed in this role. It is not a mandatory comprehensive list.

  • Sincere passion for the mission and values of Kids Forward, and the ability to articulate and share that passion with internal and external audiences.
  • Commitment to racial, ethnic, social, and economic justice, and ability to work with diverse communities and populations.
  • Expertise implementing office management and administration best practices, systems, and procedures.
  • Experience providing administrative support, organizing meetings and events, performing daily office maintenance, and coordinating vendor services. Experience supporting nonprofit boards, fund development, grant administration, and human resources a plus.
  • Proficiency using and managing computer and office equipment, including familiarity with social networking applications, expertise with Microsoft Office and operating systems, and ability to perform basic computer and office equipment maintenance.
  • Proven ability to work on multiple projects, manage priorities and workflow, and meet deadlines.
  • Proven interpersonal and collaboration skills with an orientation towards equity and inclusion.
  • Willingness to work in an adaptive, engaged, collaborative work environment, and travel throughout Wisconsin as necessary. Some evening and weekend work will be required.
  • Detail-oriented with strong written and verbal communication skills.
  • At least three years of experience managing an office and handling administrative responsibilities. Relevant experience in a nonprofit or start-up environment preferred.

Salary:

This position will offer benefits including health insurance, paid vacation, holidays, sick leave and a salary commensurate with experience.

To Apply:

Please email a cover letter, articulating both your interest and the skills you could bring to this position, and your resume, to jobs@kidsforward.net with subject heading “Administrative Services Manager”

Deadline:

Applications will be accepted on a rolling basis until the position is filled.

Kids Forward is dedicated to the goal of building a culturally diverse, inclusive, and equitable work environment along with our own professional and personal capacity to advocate on behalf of people of color. We strongly encourage applications from people of color.

Kids Forward is an equal opportunity employer and does not discriminate on the basis of race, ethnicity, national origin, gender, marital status, sexual orientation, religious or political affiliation, disability, or any other classification considered discriminatory under applicable law.