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Manager, Administrative Services

Louisville, KY

Relocation expenses: Not paid

Full time
3 - 5 years of experience
Associate Degree
$61,000 to $70,000 per year

Published on 22 Aug 2023

Expires on 15 Jun 2023

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Manager, Administrative Services


Position Title: Manager, Administrative Services
Reports to: President


Assures the efficient operation of the organization.

Maintains all campaign, accounts receivable and accounts payable processing with the highest degree of accuracy in coordination with third party accounting service.

Provides essential administration and support for the Kentucky Employees Charitable Campaign and other statewide initiatives.

Nurtures and maintains services and relationships with all external partners.


Key Responsibility Area: Customer, Partner and Board Relations
• Develops a “customer-centered” environment.
• Responds with a sense of urgency to support requests of staff, customers, directors and colleagues.
• Supports administrative needs for all partnerships, contracts, grants and initiatives.
• Board and local United Way member engagement.

Key Responsibility Area: Accounting and Financial Management
• Responsible for facilitating the receipt and disbursement of all funds with strict adherence to the policies and guidelines of the President, accounting service and the Board of Directors.
• Develops and maintains a high level of proficiency in all campaign and financial software.
• Holds primary responsibility for the tracking and administration of the organization’s accounting records, including payables and receivables for UWKY, contracts, grant programming and campaigns.
• Supports processing and recording of all financial transactions, and balances accounts monthly.
• Supports accounting service in the preparation of monthly financial statements for review by the President and Treasurer.
• Maintains personnel records with strict adherence to confidentiality.
• Works with auditing firm on annual audits for UWKY and KECC and completes all organizational regulatory filings.

Key Responsibility Area: Administration/Office Management
• Attends to organizational procedures, monitors and supports general office operations and facilitates all ordering.
• Performs needed clerical functions and reviews work submitted by the staff and volunteers for accuracy
and completeness.
• Maintains and updates contact information and lists.
• Manages incoming mail and telephone communications.
• Coordinates scheduling for the President, as well as meetings of the Board, committees and other events.
• Oversees virtual office administration.

Key Responsibility Area: Campaign Support
• Assists in planning, organizing, and conducting the campaign.
• Supports all fundraising campaign presentations and event planning as needed in coordination with the Director of Development.
• Prepares bank deposits, tracking totals and auditing all proceeds.
• Supports pledge data entry, maintains an accurate record of the campaign and generates reports for distribution to United Ways, volunteer coordinators and other key personnel.
• Assists in preparation of campaign marketing, processing and training materials.
• Coordinates distribution of campaign funds.
• Provides support to coordinators, field offices, and participating charitable partners as requested.

Key Responsibility Area: Communications
• Supports social media and email communications in coordination with appropriate staff.
• Reviews and maintains organizational web presence.

Bachelor’s Degree or an Associate’s Degree plus related experience required, with advanced training or significant experience in bookkeeping, electronic data processing, project management, computer and secretarial skills.

Excellent organizational and communications skills.

Ability to develop and maintain successful working relationships with members, volunteers, the general public and other members of the staff.

Technical proficiency in Microsoft Office applications, bookkeeping and database management. Willingness to travel in Kentucky and to work non-standard hours when needed.

Note: The description given is only intended to provide information about the general nature of the position and is not an all-inclusive list of specific duties.

Requires flexibility in time required for performing work related to the position with some evening meetings and statewide travel also required. All United Way of Kentucky staff currently operate remotely, with provided equipment. In person meetings related to all job functions are regularly required. Competitive benefits package provided.

●    Mission-Focused: Catalyze others’ commitment to mission to create real social change that leads to better lives and healthier communities.  This drives their performance and professional motivations.
●    Relationship-Oriented: Understands that people come before process and is astute in cultivating and managing relationships toward a common goal.
●    Collaborator: understands the roles and contributions of all sectors of the community and can mobilize resources (financial and human) through meaningful engagement.
●    Results-Driven: Dedicated to shared and measurable goals for the common good; creating, resourcing, scaling, and leveraging strategies and innovations for broad investment and impact.
●    Brand Steward: Steward of the brand and understands his/her role in growing and protecting the reputation and results of the greater network.