ORGANIZATION OVERVIEW: At Catholic Charities of the Archdiocese of Washington, your knowledge and service in areas such as immigrants and refugees, mental health, social work, employment and adult education, legal and financial services, health care, food assistance, shelter and housing, developmental disabilities and prison outreach can make a profound difference in the lives of many. Through more than 50 programs across the district and five surrounding counties, Catholic Charities is opening doors to help and hope. At CCADW, we continue to build an inclusive culture that celebrates a diverse workforce. We offer so much more than just a job. We offer careers. We take pride in our “promote from within” culture. We offer professional development, a comprehensive benefits package, a hybrid work model with both remote and in-office work, and a passion for building and motivating world class, high performing teams. Explore your career opportunity with Catholic Charities. Join us in Inspiring Hope and Building Futures.

Catholic Charities of the Archdiocese of Washington values the safety of our employees, our clients, and our visitors. In support of these values, if you are selected for this job, you must be fully vaccinated against COVID-19, except when vaccination is not medically advised or violates your sincerely held religious beliefs. If you are invited to join our team, you must submit proof that you are up to date with your COVID vaccinations, including the booster dose or you must request an exemption from your representative. New employees must either provide proof of vaccination or be granted a medical or religious exemption before working with Catholic Charities of the Archdiocese of Washington.

JOB SUMMARY: The Administrative Manager provides high-level administrative support to the Director of Men’s Shelter Operations, Sr. Program Manager, Operations Manager, and 801 East Collaborative Program. All tasks and projects require the exercise of independent judgment, a keen sense of responsibility, confidentiality, and commitment to the welfare of the organization in completing projects.

Supervisory Responsibility: Administrative and functional supervision of up to 3 FTE and/or volunteers.

ESSENTIAL DUTIES and RESPONSIBILITIES:

Administrative Responsibilities

• Provides direct supervision of Data Entry staff.
• Assists the Operations Director with the orientation for new staff hires, oversees programmatic onboarding process and leads onsite orientation for new staff volunteers and interns. Maintains credentialing system for staff required trainings and clearances.
• Point of contact with program staff, management, and all levels of administration to ensure effective communication and dissemination of information from the program.
• Attends meetings, records meeting minutes, maintains sign-in sheets, and produces final meeting minutes. Maintains an electronic archive and distributes information as needed.
• Develops and maintains tracking systems to monitor critical incident reports, program audits, and programmatic goals, outputs and outcomes. Analyzes trends and prepares reports for Sr. Program Manager and Operations Manager.

Management Responsibilities

• Manages the coordination and scheduling of program meetings, workshops and special events. Develops systems to track monthly, quarterly, semi-annual and ad-hoc deliverables to internal and external partners and stakeholders.
• Serves as program Point of Contact for inquiries from community partners, internal and external stakeholders by initiating appropriate action and follow-up to ensure resolution as appropriate.
• Oversees vehicle maintenance, ensure vehicles are ready for use at all times, conducts monthly vehicle maintenance check, and maintains vehicle logbooks. Liaises with agency Vehicle Fleet Manager.

EDUCATION and EXPERIENCE:

• Bachelor’s Degree in Business Administration or related field.
• Minimum three years’ experience in administrative services.
• Two years project management or finance management.

SKILLS and COMPETENCIES:

• Knowledge of or ability to learn Prophix financial software system preferred.
• Expert knowledge of Microsoft Office Suite software.
• Excellent written and verbal communication skills, strong decision-making ability, the flexibility to meet deadlines, and attention to detail are essential.