Administrative Manager

Job Description

Job Description

Job Title:  Administrative Manager    

Reports to: Director of Finance

Work Status: Full Time    

FLSA Status: Exempt

About the Pittsburgh Parks Conservancy:

Our vision: A vibrant park system that is welcoming, accessible, and enjoyed by all.
Our mission: We improve quality of life by enhancing and stewarding Pittsburgh’s parks in partnership with the community.

Position Summary:

The Administrative Manager is a key member of the Pittsburgh Parks Conservancy's administrative team, serving as a trusted partner to the President & CEO and executive leadership while overseeing the organization's day-to-day administrative operations. This position manages administrative and logistical details that maximize leadership productivity and organizational effectiveness while supporting finance, human resources, information technology coordination, and office operations. The Administrative Manager implements efficient systems, maintains organizational records, coordinates administrative services, and provides exceptional internal support that advances the Conservancy's mission.

Position Duties:

The Administrative Manager reports to the Director of Finance and works closely with the President & CEO and Chief Administrative Officer to support executive, administrative, financial, human resources, and organizational priorities.

Administrative Support (35%)

• Serve as a trusted administrative partner to the President & CEO and executive leadership team by managing calendars, scheduling, correspondence, meeting preparation, travel arrangements, and other administrative and logistical details that maximize leadership effectiveness and organizational impact.
• Serve as the primary point of contact for visitors, callers, and general inquiries, providing professional customer service and managing the Conservancy's main telephone line and general email inbox.
• Coordinate the timely receipt, processing, and distribution of incoming and outgoing mail and deliveries.
• Plan and coordinate administrative support for meetings, including scheduling, meeting materials, communications, agendas, minutes, catering, and logistics for staff, Board, and committee meetings.
• Maintain the organization, cleanliness, and functionality of the Conservancy's administrative offices, common spaces, storage areas, and office equipment.
• Manage the procurement and inventory of office, kitchen, shipping, and other administrative supplies to ensure efficient operations.
• Coordinate with building management, maintenance personnel, contractors, and vendors to address facility, office, and equipment needs.
• Maintain organizational records and administrative filing systems in accordance with Conservancy policies and document retention practices.

Finance Support: (35%)

• Support the Director of Finance in the day-to-day administration of the Conservancy's financial operations, including accounts payable, accounts receivable, deposits, disbursements, and other routine bookkeeping activities.
• Process vendor invoices, employee expense reimbursements, and administrative expenditures in accordance with Conservancy policies, established internal controls, and approval procedures.
• Prepare bank deposits and assist with account reconciliations, monthly financial close activities, and routine financial reporting.
• Assist with payroll administration by maintaining payroll documentation, processing personnel changes, and coordinating payroll-related information with the Director of Finance.
• Maintain accounting records and supporting documentation, including purchase orders, vendor files, W-9s, contracts, grant documentation, and other financial records in accordance with the Conservancy's record retention policies.
• Assist with the preparation of annual budgets, financial reports, grant financial documentation, and materials required for the annual audit.
• Coordinate with auditors, financial institutions, vendors, and other external partners as directed by the Director of Finance.
• Recommend and implement improvements to financial and administrative processes that enhance efficiency, strengthen internal controls, and support sound fiscal stewardship.

Human Resources and Information Technology Support: (20%)

• Support the CAO with the administration of the employee lifecycle, including recruitment support, onboarding, personnel records, benefits administration, employee status changes, leave administration, and offboarding.
• Maintain the Conservancy's Human Resources Information System (HRIS) and personnel files, ensuring employee records, organizational data, and required documentation are accurate, complete, and confidential.
• Coordinate employee compliance requirements, including background clearances, driver's license verifications, certifications, required trainings, policy acknowledgments, and other recurring compliance activities.
• Assist with benefits administration, including new hire enrollment, qualifying life events, annual open enrollment, and communication with employees and benefits providers.
• Prepare employment-related correspondence and administrative documentation, including offer letters, employment verification requests, personnel action forms, and other HR communications.
• Coordinate new employee orientation and work with internal departments to ensure employees have appropriate technology, equipment, and system access.
• Serve as the primary point of contact for the Conservancy's day-to-day information technology needs by coordinating with the organization's third-party IT provider, assisting with user support, maintaining technology inventory, coordinating equipment procurement and replacement, and supporting system implementations and upgrades.
• Assist the CAO with HR reporting, policy administration, and other human resources initiatives as assigned.

Other duties as assigned (10%)

Required Qualifications:

• High school diploma or GED required; associate's or bachelor's degree in accounting, business administration, finance, human resources, nonprofit management, or a related field preferred.
• Minimum of three (3) years of progressively responsible experience in administrative support, accounting, finance, human resources, or nonprofit operations; or an equivalent combination of education and experience.
• Experience supporting bookkeeping or accounting functions, including accounts payable, accounts receivable, expense processing, or financial recordkeeping.
• Strong proficiency in Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.
• Excellent organizational, time management, and problem-solving skills with exceptional attention to detail.
• Ability to manage multiple priorities, work independently, and maintain confidentiality while exercising sound judgment and professionalism.
• Strong written and verbal communication skills with a commitment to providing outstanding customer service.
• Valid driver's license and reliable transportation.
• Ability to occasionally lift and move up to 20 pounds.

Preferred Qualifications:

• Experience with QuickBooks Online, BambooHR, Ramp, Microsoft SharePoint, or similar accounting and business management systems
• Experience supporting human resources functions, including onboarding, benefits administration, HRIS management, or employee records.
• Experience supporting executive leadership, Boards of Directors, or committees.

Work Environment:

This position is primarily based in the Conservancy's administrative offices to support collaboration with the President & CEO, executive leadership, staff, and visitors. The Conservancy offers flexibility for occasional hybrid work when appropriate and consistent with the responsibilities of the position.

Compensation & Benefits:

The Pittsburgh Parks Conservancy offers a competitive compensation and benefits package for eligible full-time employees, including:

• Medical coverage through an Individual Coverage Health Reimbursement Arrangement (ICHRA)
• Employer-paid dental and vision insurance
• Retirement plan with an employer match of up to 8%
• Employer-paid life insurance
• Short-term and long-term disability coverage
• Generous paid time off and paid holidays
• Paid parental, bereavement, and other applicable leave
• Professional development opportunities
• A flexible work environment with opportunities for hybrid work, based on position responsibilities and organizational needs

The PPC is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, veteran status, or other protected characteristics.