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Manager of Administration
Equal Justice USA
EJUSA is a national leader in the movement to end the death penalty in the United States. We've done so in five states in the last five years and we're beginning to expand our work to transform the criminal justice system more broadly. The Manager of Administration would join our small but rapidly-growing national organization based in Brooklyn, with field offices located throughout the country. (Our current staff is 14.)
We are seeking a sharp, detail-oriented individual to ensure the effective daily operations of our national and remote offices during this exciting time. This position will report to and work closely with the Director of Finance & Administration to strengthen our administrative structure and streamline our financial management processes.
This is a great opportunity to help improve the systems and infrastructure of a high-impact nonprofit. If you feel the joy of a beautiful spreadsheet, love seeing the numbers add up at the end of the month, or get excited thinking about how to make processes more efficient, then you are the person we're looking for. We're a terrific team that loves our work and really enjoys working together! The position is based in our cheerful loft office in DUMBO, Brooklyn.
Compensation: $45-50K, commensurate with experience. Excellent benefits including employer-paid medical and dental care, retirement plan, paid vacation, sick days, and holidays, disability insurance, and professional development allowance.
Target start date: Immediately upon hire.
Bookkeeping and Accounting
• Perform general bookkeeping and other financial management including: processing purchase requests, cutting checks, paying bills, tracking invoices, processing reimbursements, and making and entering deposits.
• Prepare financial reports.
• Assist with annual audit preparation.
• Maintain meticulous financial records overall.
• Assist the development department with maintenance of EJUSA databases and income processing.
• Ensure the effective daily operations of the national office and remote locations, helping to run all of EJUSA’s “back office” functions.
• Manage deadlines and prepare state and federal filings, tax exemptions, state charitable registrations, EJUSA insurance policies, and other legal filings and reportings.
• Manage relationships with EJUSA vendors, negotiate contracts, and make purchasing recommendations.
• Maintain office space, supplies, office equipment, telecommunications, stationary and other printed materials, files, and all other aspects of the physical plant and field sites.
• Track IT needs and requests and assist with IT administration and set up of new computers and users.
• Coordinate with staff to complete funder specific reporting requirements.
• Provide assistance to the Executive Director and support to the board, including arranging travel, scheduling meetings, and disseminating materials for board meetings.
• Assist the staff with travel and logistics for events and other major projects, such as in-person staff meetings, board meetings, trainings, bulk mailings, and fundraising events.
• Answer phones when needed, open and process mail, check general email and voicemail boxes, and respond to requests for information.
• Other administrative duties as needed.
• Manage collection of timesheets for onsite and offsite employees.
• Collect and process vacation/sick day reporting.
• Manage payroll accounting.
• Administer and keep employees informed regarding all benefits, including medical and dental insurance, Flexible Spending Accounts, transit passes, and retirement savings accounts.
• Work closely with the Director of Finance & Administration to: Create a robust system for tracking and managing organizational deadlines. Craft smart Human Resources and Administrative policies. Build, upgrade and improve IT and knowledge management systems. Develop a system for comprehensive tracking of all grants requirements. Improve overall systems and processes to ensure smooth operations at a rapidly growing organization.
•Meticulous attention to accuracy and detail, ability to juggle multiple projects, meet deadlines, work hard, and keep track of a wide array of tasks.
• Preferred 3-5 years related experience, preferably in office management, bookkeeping, grants administration, or a related field.
• Strong initiative and resourcefulness in initiating, tracking, and following through with large, complex projects.
• Very comfortable with numbers.
• Experience with non-profit accounting a major plus.
• Strong comfort with office and web-based applications, including comfort learning new software.
• Thrives under pressure and meets tight deadlines.
• Experience creating and implementing office systems, or a strong vision for doing so. Someone who really likes systems and organization and “keeping the trains running.”
• Ability to manage confidential information.
• Comfort working in a Mac-based environment.
• High proficiency with Microsoft Office applications, especially Excel; familiarity with QuickBooks and donor databases a plus; ability to learn new programs quickly.
• A positive attitude and friendly personality; ability to get along with many types of people and be a true team player.
• Commitment to the mission and core values of Equal Justice USA.
How TO APPLY:
Send a resume, cover letter that includes why you want this job, and three references to: email@example.com. Letters can be addressed to Jason Zahorchak, Director of Finance & Administration. Please use “Manager of Administration” as your email subject heading.
Deadline: Applications will be accepted until Monday, February 11, 2013, 11:59pm EST. However, they will be processed on a rolling basis.
EJUSA is an Equal Opportunity Employer, and as such will consider all applicants for employment solely on the basis of their qualifications to perform the responsibilities of the position for which they are being considered, without regard to race, color, religion, creed, sex, sexual orientation, marital status, pregnancy, gender identity, national or ethnic origin, genetic information, citizenship status, age, mental or physical disability, credit history, veteran status, uniform service member status, victims of domestic violence or stalking, political affiliation, or any other legally protected class. EJUSA does not allow, condone, or tolerate discrimination or harassment against any of the above listed classes. This policy covers all areas of employment, including recruitment, hiring, compensation, promotions, and any opportunities for career advancement.
Equal Justice USA (EJUSA) is a national, grassroots organization working to build a criminal justice system that is fair, effective, and responsive to everyone impacted by crime. Town by town and state by state, we cut through the polarization and find common ground for lasting, real-world solutions that prevent violence and rebuild people’s lives in its aftermath, so that all of us can be safer. We partner with state and local organizations to provide grassroots leaders with the training, leadership development, and support they need to win and have national impact. We run two programs. Our primary program works to repeal the death penalty and redirect capital punishment resources towards crime prevention and services for victims’ families. A new program, still in development, will help crime survivors in underserved communities to advocate for the services, policies, and programs they need to rebuild their lives and reduce violence in their neighborhoods. For more information, visit: http://ejusa.org