Administrative Manager

Starting Pay: Compensation is commensurate with experience and responsibilities.

Duration: Long term

Employment type: Full-time

Seniority level: Mid-Senior level

Job Function: Project Management and Information Technology Salary range (informational): $124,738 - $185,890

Job Summary: The Administrative Manager is responsible for various administrative tasks including maintaining systems and procedures for the organization. They will ensure proper insurance policy maintenance and compliance with all state and federal rules. The ADM handles all financial tracking including payroll, billing, budget preparation and reporting, and general finances. They will work closely with outside contractors, vendors, and employees of Kuleana Coral Reefs (KCR) to ensure all administrative tasks are completed and compliant. The Administrative Manager reports directly to the Chief Operations Officer and coordinates with other program managers as needed.

Primary Responsibilities: Plan and coordinate administrative systems to improve operations and function Maintain records and backups of important documents Manage the organization’s master schedule and track deadlines In charge of all accounting functions including payroll Monitor and manage accounts payable (contractors, utilities, etc.) Monitor and help track grant and permit deadlines and deliverables Manage all insurance policies Secondary ResponsibilitiesManage incoming donations and outgoing acknowledgement letters and gifts Help initiate and coordinate goals, deadlines, and projects Monitor inventory of supplies and assist with purchasing of new materials Represent or speak on behalf of KCR at public or professional events as requested Interact with stakeholders, media, and the public, on behalf of KCR Required Qualifications/SkillsAt least two (2) years of management experience Knowledge of accounting and budgeting (QuickBooks) Ability to multitask and problem solve Effective written and oral communication skills Experience with scheduling and planning Excellent organizational skills and attention to detail Administrative writing and reporting skills Self-starter with ability to work in a team environment with demonstrated ability to build relationships with management, colleagues, and external partners Excellent time management skills with a proven ability to meet deadlines Strong supervisory and leadership skills Ability to prioritize tasks and delegate when appropriate Ability to function well in a high-paced and at times stressful environment Interpersonal skills with ability to deal with all levels of personnel and the general public in a professional and effective manner Preferred Qualifications/SkillsExperience in grant writing and reporting Knowledge of permitting, insurance, and other compliance rules and regulations Knowledge of 501(c)3 nonprofit systems and requirements Ability to sit for prolonged periods at a desk and work on a computer for data input and processing Knowledge of issues confronting coral reef conservation Interest and basic familiarity with Hawaiian cultural knowledge and traditional practices

Note: This description reflects the current role as advertised and may be subject to change. The information provided here is intended for prospective applicants.