Senior Manager, Administration
Senior Manager, Administration
Employer Active
Job Alert
You will be updated with latest job alerts via email
Share
Job Alert
You will be updated with latest job alerts via email
Job Description
Summary:
Are you looking for an opportunity to use your exceptional organizational analytical and communications skills to improve teamwork and drive impact The role of Senior Manager (SM) Administration at the ASPCA Cruelty Recovery Center (CRC) in Columbus Ohio is your chance! This role requires a competent dependable manager with a keen eye for culture and systems to foster teamwork that delivers exceptional animal care and enables a productive workforce.
Who We Are
The CRC provides intake care and outcomes for animals impacted by cruelty or natural disasters. This critical team is part of the ASPCAs multi-prong approach to fighting cruelty nationwide. Agencies across the country often struggle to effectively respond to cruelty in their communities especially when cases involve large populations of animals. At the CRC a dedicated team of sheltering veterinary and animal behavior staff work together to serve animals rescued in ASPCA national cruelty cases and disaster responses. This team works closely with the ASPCAs National Field Response (NFR) Veterinary Forensics (VF) Legal Advocacy & Investigations (LAI) Behavioral Sciences (BST) and Shelter Medicine Services (SMS) teams to ensure well-coordinated operations and high-quality integrated care for animal victims of neglect abuse and natural disasters. This includes providing care for animals at the CRC in Columbus Ohio as well as temporary shelters established in the field.
What Youll Do
The SM functions as direct support to the Vice President CRC (VP) ensuring a highly engaged productive and effective workforce of 45 staff and many more volunteers and responders in accordance with organizational core values and objectives. This position helps drive performance and excellence across the CRC by leading data and metrics gathering and reporting managing budget and finance processes and working closely with CRC leaders and key partners from other departments to improve operations and meet organizational goals. This includes ensuring departmental systems and processes are efficient and support the day-to-day work. This position requires a tremendous amount of initiative with a keen focus on finding and capitalizing on opportunities to enhance employee engagement teamwork and streamline administrative processes. The Senior Manager reports directly to the Vice President Cruelty Recovery Center and has no direct reports.
Where and When Youll Work
This position is an on-site role and reports to the Cruelty Recovery Center in Columbus OH.
The schedule for this position is generally in-person Monday through Friday 9am to 5pm with the potential for working remotely one day per week as business needs allow. Occasional weekends and/or evenings to support the needs of the program (sometimes on short notice). Schedules are subject to change at the sole discretion of the ASPCA.
Ability and willingness to travel up to 10-15% of the time as needed.
What Youll Get
Compensation
Starting pay for the successful applicant will depend on a variety of factors including but not limited to education training experience location business needs internal equity market demands or budgeted amount for the role. The target hiring range is for new hire offers only and staff compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary range for this role is set forth below and may be modified in the future.
The target hiring salary range for this role is $34.86 - $36.78 hourly.
Benefits
At the ASPCA you dont have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include but are not limited to:
Affordable health coverage including medical employer-paid dental and optional vision coverage.
Flexible time off that includes vacation time sick and bereavement time paid parental leave 10 company paid holidays and paid personal time off that allows you even more flexibility to observe the days that mean the most to you.
Competitive financial incentives and retirement savings including a 401(k) plan with generous employer contributions we match dollar for dollar up to 4% and provide an additional 4% contribution toward your future each year.
Robust professional development opportunities including classes on-the-job training coaching and mentorship with industry-leading peers internal mobility opportunities to support in the field and so much more.
For more information on our benefits offerings click here.
Responsibilities:
Responsibilities include but are not limited to:
Administrative Management (40%)
Support the VPs priorities and workflow including last-minute requests. Contribute to programmatic planning juggle frequent shifting priorities and coordinate with internal and external stakeholders as needed
Stay current with internal and external technologies that support CRC work including becoming an early adopter and supporting the VP in implementation for maximum efficiency/effectiveness
Work with People Managers to ensure timely compliance with organizational requests that relate to goals people management training and finance.
Maintain the highest level of confidentiality while handling sensitive information and situations.
Lead weekly Pathway Planning meetings by working with each branch to assemble and prioritize the list of animals for discussion. Ensure accurate documentation of discussions and the follow-up on agreed upon actions
Support management initiatives and presentations by contributing to and participating in staff meetings and training sessions preparing content templates and forms as needed
Serve as the CRC Fleet Coordinator; oversee implementation of ASPCA fleet policies ensure vehicle maintenance standards are met and maintain records and documentation for each CRC vehicle and driver
Coordinate visitor schedules and assist with logistics planning as needed. (This is for visitors who are not deploying to the CRC. They may include media executive leadership donors external shelter groups internal department visits etc.)
Oversee logistical support as needed for meetings (electronic and in-person) events conferences webinars and conference calls including room setup refreshments A/V needs catering travel/accommodations ASPCA swag and recording minutes
Assist hiring managers with the onboarding process for new hires. Keep the onboarding template updated. Update the Administrative Manager Procedures Manual on a yearly basis
Deploy to support temporary shelters in the field as needed
Departmental Operations (30%)
Manage and analyze data that informs the CRCs performance across the various branches. Develop and monitor systems that capture necessary data
Work with the VP to analyze data identify trends and anomalies and share out quarterly metrics in a timely manner
Under the guidance of and in partnership with the VP formulate the annual CRC budget and financial strategy based on the allotted budget current forecasts anticipated programmatic changes and historical variability. Alert the VP in real-time to any risks of overspending
Scan the CRC for ways to work smarter. Identify both pain points and opportunities across teams and develop approaches for alleviating or maximizing accordingly. Identify redundancies and develop recommendations to use resources more strategically
Facilitate and maintain strong relationships with the CRC Leads Team to uncover needs provide thought partnership and strategic insights and recommend thoughtful approaches to decision-making grounded in statistics and financial data
Partner with the Media & Communications Member Communications and the Internal Communications departments to negotiate and define opportunities which amplify our work and our mission to the public
Ensure the CRC is sharing successes and other highlights by overseeing the content created and shared on internal communication platforms
Coordinate milestone and birthday recognition for staff. Ensure individual and team wins are celebrated including through internal communication channels
Financial Transactions (30%)
Manage and document financial transactions for the department through the Workday system by generating expense reports and check requests processing CRC-related payments and reimbursement requests entering accurate expense classifications and tracking case related expenses.
Reconcile hourly employee pay and oversee per diem and temporary employees accurate payment from external vendors including the processing of appropriate timesheets.
Guide vendors through the vendor setup and reimbursement process ensuring accuracy and sales tax exemption rules are followed when applicable.
Manage and maintain vendor relations by serving as the point-person for the Centralized Services team (CS) completing timely payments and identifying cost-effective vendors with superior products.
Initiate annual equipment replacements with the IT department and schedule installation of these devices for CRC employees.
Qualifications:
Proven ability to seek out and build positive and productive relationships that allow coordination of activities and communications between individual stakeholders and departments
Strong sense of integrity and discretion; ability to handle sensitive information and issues while maintaining complete confidentiality
Strong team player combined with ability to self-manage and work independently.
Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities
Understands organizational systems and structures and project management.
Ability with leaders to improve budgeting awareness by tracking and analyzing expenses to determine opportunities to reduce costs
Fluent in Microsoft Office applications
Experience with Workday Airtable Salesforce Canva and/or Box a plus
A quick learner of new technologies
Fluency with data including managing large data sets data visualization analysis and investigation
Strong project management skills with the capabilities to produce project roadmaps and consistently execute
Strong written and verbal communication skills; ability to synthesize complex information communicate key messages and influence organizational thinking
Ability to implement new procedures effectively
Ability to work well under pressure adapt to changing circumstances make decisions quickly and juggle multiple priorities simultaneously
Ability to work in proximity to behaviorally and medically compromised animals and feel comfortable working in an environment where euthanasia is performed. Quick to recover from difficult situations
Ability to walk bend stand and reach constantly during a minimum 8-hour day
Ability to drive a vehicle
Must be able to occasionally lift and move up to 50 pounds
Must provide a valid drivers license upon hire and pass a motor vehicle history check demonstrating a safe driving history
Ability to exemplify ASPCAs core values behavioral competencies and commitment to diversity equity and inclusion
Education and Work Experience:
High School diploma or GED
Minimum 4 years of experience supporting administrative and financial responsibilities in a fast-paced service and people-oriented industry
Experience with budget management and processes required
Experience with data management and reporting required
Experience in animal welfare preferred.
Writing editing and/or proofreading experience a plus
Fear Free Shelter certification is required within 60 days of hire
Stay Connected Join Our Talent Community:
If you are interested in joining our team but do not see a position listed that fits your experience or interests please visit our website to join our Talent Community and stay connected to future opportunities with the ASPCA.
Qualifications:
See above for qualifications details.Language:
English (Required)Education and Work Experience:
High School Diploma (Required)Required Experience:
Senior Manager
Employment Type
Full-Time
