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Administrative Manager - Greater Bay Area

City: Greater Bay Area

State: California

JOB TITLE:   Administrative Manager
DEPARTMENT NAME:   Administration
REPORTS TO:   Managing Director
DIRECT REPORTS:   N/A


WHO WE ARE:

The American Lung Association is one of the nation's oldest voluntary health organizations, founded in 1904 as the National Association for the Study and Prevention of Tuberculosis. Our mission was then dedicated to combating tuberculosis (TB), the most dreaded disease of the time. Now, in our second century, the American Lung Association is the leading organization working to save lives, improve lung health and prevent lung disease.

PRIMARY RESPONSIBILITIES:

Under the direction of the Managing Director, the Administrative Manager performs, coordinates and oversees technical and office administrative support. Develops and implements improved office and departmental procedures; acts independently in overseeing well-defined programs, projects and events; provides assistance to management staff; and coordinates volunteer recruitment and orientation.

ESSENTIAL JOB FUNCTIONS: 

  • Oversees and ensures that the office administrative functions are effectively carried out.
  • Attends to a range of administrative details such as keeping informed of departmental/service area activities: database management, developing, implementing and interpreting policies and procedures; and monitoring day to day administrative functions.
  • Prepares correspondence, reports, forms, vouchers and documents. Proofreads materials for accuracy, completeness, compliance with ALA in CA policies, formatting and correct English usage.
  • Performs administrative support duties such as processing bills and invoices for payment; preparing and transmitting a variety of financial documents; maintaining records of financial transactions; and possibly collecting and recording financial transactions.
  • Responsible for volunteer and intern recruitment activities, including research, advertising, screening, and volunteer/intern orientation. Also responsible for the management of Administrative and event day volunteers.
  • Provides administrative support to Development, Program and Advocacy staff by assisting with mailings, reports, email communications, logistics, etc.
  • Supports Managing Director through support of the local Leadership Board, including correspondence, meeting set up, document preparation, etc.
  • Provides technical assistance to staff on administrative issues such as, purchasing, record keeping, training, risk management and contract administration.
  • Receives and screens visitors and telephone calls requiring the use of judgment and the interpretation of policies, rules, procedures and ordinances.
  • Maintain a working knowledge of the ALA mission and programs to promote the field and special events fundraising initiatives.
  • Performs other duties of a similar nature or level.

JOB-RELATED QUALIFICATION STANDARDS

Education

  • Bachelors Degree

Knowledge/Skills

  • Ability to meet concurrent deadlines
  • Manage multiple projects
  • Ability to work effectively with diverse populations and personalities from all department and levels
  • Excellent oral and written communication skills
  • Must be proactive and service oriented
  • Strong problem solver
  • Demonstrates initiative

Work Experience

  • Minimum 3-5 years’ experience in a financial management and administrative operational role
  • Must be familiar with nonprofit finance and accounting regulations
  • Entrepreneurial team player who can multitask and thrive in a deadline oriented workplace
  • Ability to effectively interface with field staff, the Board of Directors and other leadership volunteers

Licenses or Certificates

  • N/A

Physical Demands 

  • General Office Activities - Walking, Standing, Sitting, Talking, Lifting, Finger Manipulation, etc.
  • Ability to lift 20 lbs. or more

Physical Hazards (Health and Safety Concerns)

  • General office environment

EQUIPMENT AND SPECIAL MATERIALS 

  • Computer, printer, photocopy machine, fax machine, telephone, etc.

REMARKS:  Management has the right to add or change duties and job requirements at anytime. In addition, the employer may consider whether the individual applying for or holding the position is qualified. There are two steps involved in this determination. The first concerns whether the applicant or current employee satisfies the prerequisites for the position. The second step involves whether or not the person can perform the essential functions with or without reasonable accommodation.

EEO:

The American Lung Association values cultural diversity as essential to achieving its mission. This nationwide organization will encourage and promote the participation of all people, regardless of race, gender, creed, age, sexual orientation, national origin, and disability. The disproportionate impact of lung disease on communities of color and other under-served communities makes diversity both a moral and mission-driven imperative.

Please send Resume, Cover Letter and Salary requirements to:  CAjobs@lung.org

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