Administrative Manager

MAYHEW PROGRAM – Administrative Manager

Organization

Mayhew challenges and helps at-risk New Hampshire boys to believe in themselves, work well with others, and find their best. Over its fifty-four years, Mayhew has grown from a summer experience for 9 campers in 1969 to a robust, year-round, multi-year program serving approximately 225 boys aged 10-18 with the dedicated support of 15 full-year and 25 summer staff.   With an annual budget of $1.5 million, over 70% comes from charitable contributions. Mayhew has also built an endowment of over $7 million. 

Position Summary 

Reporting to the Executive Director, the successful candidate will provide oversight of all the key administrative functions of the Mayhew Program.  This includes financial tracking and reporting, maintaining records, program execution, trustee management and other duties.  Mission driven and team-oriented, the individual will be someone who works well and happily in a small organization, who is adept at multi-tasking, and who has the humor and grace to manage many relationships, tasks, and challenges. We are looking for a patient leader, a team player, and an excellent colleague.

Essential Duties and Responsibilities

Financial Tracking and Human Resources

• Approval of invoices and scanning/e-filing of all payables
• Manage annual audit and act as key liaison with accountants and auditors
• Coordinate health insurance and all employee benefit options
• Provide financial reports as required by Executive Director
• Record and process boy/alumni-related fund transactions 
• Drive the annual budget process

Maintain Records

• Maintain Financial and AP records
• Supervise staff/employment files. 
• File organization-level state, federal and other paperwork
• Assist in gift processing and updating Mayhew’s donor database.

Program Support

• Provide support to Program Director and the Operations Director to ensure a successful enrollment process
• Collect and manage employment paperwork for summer staff
• Manage collection and filing of annual paperwork for participants
• Deliver end-of-summer boy reports to referring officials
• Complete USDA application for Summer Food Service Program

Trustee Management

• Manage trustee records, annual calendar and committee meetings
• Prepare new trustee orientation materials.
• Obtain annual Conflict of Interest statements and publish conflicts
• Organize meeting locations and amenities as needed.
• Record minutes at Trustee meetings

Other Duties

• Assist with events, mailings, and other office-wide initiatives
• Ensure office is covered weekdays between 8:30am and 4:30pm
• Maintain inventory and supplies

Skills and Knowledge 

• At least 2 years of related experience with progressive responsibility 
• Passion for Mayhew’s mission and an ability to build strong partnerships 
• Discipline to work independently and within a team environment
• Valid driver’s license and personal vehicle 
• Experience with Microsoft Office 365
• Excellent analytical, organizational, interpersonal, oral and written communication skills with attention to detail