administrative manager

Posted on April 28, 2025 by Employer details Hamilton Food Share

Job details

Reporting to the Senior Manager, Operations, the Administrative Manager serves as a central administrative anchor providing comprehensive oversight while managing the administrative staff team. This multifaceted position drives essential cross functional initiatives and strengthens the administrative and operational framework of the organization. The role functions as an important liaison between departments, orchestrates vital administrative workflows, and spearheads key operational functions including facilities management, gift processing, and complex database administration. The Administrative Manager establishes departmental standards, implements best practices, and strategically deploys administrative resources to maximize organizational efficiency while maintaining strategic relationships across all departments. *Requirements* * First Aid Safety Certification, training provided * Must have use of a vehicle * Must work on site *Central Administration* Responsible for the overall organization and efficient operations of the administrative office in support of the following areas: · *Administration* * Responsible for front office administration. * Supervise administrative staff, including performance management, work assignments, and professional development. * Oversee administrative volunteers. * Establish clear processes and priorities for the administrative team while ensuring efficient distribution of departmental workload. * Provide front office/reception coverage in the absence of staff/volunteers and during extremely busy periods, if needed. * Provide guidance and support to cross-functional teams. * Oversee sufficient inventory of organization supplies. * Develop and maintain policy and procedural manuals. * Develop and maintain standardized filing systems. · *Gift Processing, Donor Relations, and Fundraising and Development Support * * Ensure donations are processed in compliance with policies, procedures, and CRA guidelines. * Review gift processing forms and tax receipts to ensure compliance before they are issued. * Respond to donor inquires related to donations and tax receipts. * Oversee accuracy and completeness of donor records in the Raiser?s Edge database. * Support the production of electronic and paper receipts as needed including donor thank you letters. * Oversee the administration of multiple giving platforms including but not limited to CanadaHelps, Benevity, and Cybergrants. * Oversee monitoring of the info email and respond as appropriate in the absence of other personnel. * Assist with direct mail administration and fundraising initiatives, as required. · *Technology* * Website maintenance and updates, as required. * Support for sign software maintenance and updates as required. * Support technology including telecommunications, copiers, postage meter, and mobile phones. * Work with IT provider on new user setups. * Work with IT provider on organization and end user tickets. * Assist in the purchasing and upgrade of computers, printers and other technology accessories such as the postage meter and copier. * Ensure appropriate safeguarding of all electronic data. · *Administrative Support for Senior Manager, Operations* * Coordination and support for member agency initiatives. * Meeting coordination, minute-taking, and report generation. * Act as backup to CEO's Executive Assistant for Board Meetings, as requested. * Annual vehicle CVOR and licence renewals. * Assist with annual insurance renewals in all areas such as vehicles, property, and D & O. *Database Administration* * Act as the administrator of the Link2Feed Database program to include but not limited to: _Coordinate the ongoing maintenance and use of the Link2Feed program including completing monthly auditing, data reporting and data integrity checks._ _Identify opportunities for improvements to the systems and/or member supports._ _Support onboarding and training for member agencies, and support network training as it relate