Business Manager

Primary Function:
The Business Manager position is hybrid and will average 40 hours per week under the supervision of the organization’s President/CEO. The Business Manager is responsible for all administrative management associated with the President/CEO’s activities. This is a dynamic position which requires strong attention to detail, a great sense of initiative for accomplishing work that needs to be done, and the ability to manage multiple deadlines in many different areas. To include monitoring, evaluating, and reporting organization’s compliance with funding requirements, reimbursement processes, and federal, state and local funding contracts.

Essential Job Responsibilities:
Executive Assistance to President/CEO & Board of Directors:

• Completes a broad variety of administrative tasks for the President/CEO including:

• Managing an extremely active calendar of appointments
• Keeping the President/CEO well-informed of upcoming commitments and responsibilities
• Ensuring the President/CEO's schedule is followed and respected
• Proactively addressing conflicts in scheduling
• Arranging complex and detailed travel plans and itineraries
• Compiling documents for appointments and meetings
• Preparing reports and presentations
• Manages all scheduling and meeting logistics for board and committee meetings.
• Assists senior staff in preparing agendas and materials for board and committee meetings.

Drafts minutes to record board and committee meetings in a timely manner.

Office Coordination

• Maintains office phone system.
• Update and help maintain administrative staff roster and contact list.
• Oversees onboarding of new hire employees
• Maintains employee records as required
• Checks CEO’s mailbox and sort, address, and/or distribute mail as appropriate on a timely basis.
• Stocks office supplies and refreshments.
• Contacts maintenance vendor regarding maintenance issues and other requests.
• Collect and verify data on weekly, monthly, quarterly and annual basis to prepare internal and external documents such as, but not limited to, organizational scorecards, master calendar, federal, state and local grant reimbursements, etc.
• Assist members of the Management Team in responding to requests for information, outcomes, etc.
• Additional duties as necessary to facilitate general office business functions.
• Oversee HR onboarding for all new hires.

Support for Administrative and Programmatic Activities

• Manages the scheduling and logistics for staff meetings and events.
• Supports communications activities, fundraising, and accounting activities as needed.
• Completes special projects as assigned.

Resource Management

• Ensure the maintenance of accurate and timely financial records by entering processing and reconciling transactions in accordance with established procedures and formats.
• Implement day-to-day accounting activities, processing all financial transactions and reports through administrative systems, consistent with Club policies and procedures.
• Maintains electronic and hard copy filing systems, making sure they are accurate, timely, and conducive to easy retrieval of information.
• May be responsible for managing inventory of office equipment and supplies and assist in aligning routine maintenance activities and contacting service representatives as needed.
• Record all program attendance statistics into MyClubHub; serves as point person for all operating systems, including MyClubHub, for training, problem-solving, and service or technical support inquiries.
• Manage and update Human Resource related files, including electronic and print copies of applications, training files, and other related functions as assigned; serves as record keeper for all Human Resource related tracking of training files, certifications, and onboarding documentation.

Program Support

• Alongside senior management team and Board volunteers, design, implement, and execute practices for all Club events/fund development activities that promote tracking, record keeping, and accounting of both revenue and expenses; ensure special events operate within given budget requirements.
• Assist special events and rental coordinators in aligning business support, services, and follow-up with community entities.
• May assist with Club programming by providing staffing and/or administrative support

Partnership & Fund Development

• Develop collaborative partnerships with Club staff, consultants, auditors, vendors and service providers to establish and maintain professional links.
• Assist administration to identify, apply, track, and report on grant opportunities, including those grants connected through the Ohio Alliance of Boys & Girls Clubs, local foundations, corporate giving, private giving, and other grant-related functions as assigned.

Relationships:
Internal: Maintains close contact with Management Team and Club staff to receive/provide information, support, and discuss issues.

External: Maintains contact as needed with Board of Trustees and Community Advisory Groups, vendors, and the general public.

Physical Requirements/Work Environment:
Low to moderate physical effort required to sit, stand, bend, stoop, lift and walk. Maximum unassisted lift = 50lbs. Average lift less than 25lbs. Requires the ability to use a computer, various standard and specialized software and database systems, keyboard, calculator, typical office machines and audio/visual equipment. Also requires the ability to communicate verbally, both in person and on the telephone. May require traveling by vehicle to other locations.

Environmental Requirements:
Inside average office environment. Average office noise levels. No personal protective equipment required. Ambient temperature between 68 and 76 degrees Fahrenheit. May be required to perform duties outside of the office environment.

Training & Experience:

• Three (3) years’ experience OR an Associate’s Degree and three (1) year experience working in assistance to senior staff and providing general office support/ office manager.
• Experience and proficiency in writing meeting minutes and drafting executive correspondence.
• Experience and proficiency in Microsoft Office programs and other software as it pertains to database management.