Website Austin Cooperative Business Association
The Administrative Manager will work directly with the Executive Director and Program Coordinator to prioritize the work outlined in the Job Description below, and will collaborate on fulfilling the daily operations of ACBA/ACBF. The ideal candidate will have administrative, grant reporting, and bookkeeping experience with small nonprofit organizations and/or business groups and be familiar with the cooperative sector and movement and/or solidarity economy work. They will be committed to supporting cooperatives and helping them prosper, as well as to supporting new co-op development across Greater Central Texas communities.
The candidate will also be comfortable working for a small nonprofit that relies on member dues, grants, and fundraising initiatives. The candidate must be self-motivated and able to maintain long-term projects and accomplish short-term tasks in a timely manner. This position requires frequent collaboration with the Executive Director, Program Coordinators, volunteers, Board members, and member organizations. We hope the candidate will help to further develop this position and seek professional growth within the organization and as part of developing an employee managed nonprofit.
Required Skills
Experience with operations, looking to grow into operations director
Ability to create and communicate structure for team to utilize
Experience with Google suite, excel;
Experience with Quickbooks;
Experience with CRMs;
Experience with grant administration and reporting;
Experience with financial and budget management;
Some experience with IT management;
Some experience with website maintenance;
Some experience with Zoom or other videotelephony software;
Knowledge and commitment to anti-racism
Preferred Skills
Direct experience with and understanding of cooperative models, including worker, housing, or consumer-owned cooperatives;
Direct experience with and understanding of solidarity economics;
Familiarity with the Austin, Texas cooperative or non-profit landscape;
Bilingual in Spanish, Arabic, or Pashto;
Experience with event planning;
Experience with ensuring accessibility digitally and at in person events.
Lived experience of economic exploitation: debt, incarceration, housing insecurity, wage theft, burnout.
Compensation, Benefits, and Other Details
Starting $28/hr, with at least 2% cost of living increase every year, potential for hourly increase based on funding and annual reviews.
32 hours/week full-time
$200/mo health care stipend
2 weeks PTO and 2 weeks sick time, and 12 paid holidays
Usual working hours 10 am – 6pm, with some flexibility and occasional weekend events
Work from Home with weekly to bi-weekly in-person meetings
$75 Stipend for office supplies
Work Computer provided
Help develop employee managed non-profit model
Job Duties
Administration
Review, improve, manage, and develop administrative systems for the organization
Manage and keep up-to-date CRMs and contact sheets.
Research employee managed non profits and the sociocracy model.
Help plan board and staff retreats
Manage IT systems such as e-mails, Google Suite, website, Bitwarden, and more.
Troubleshoot IT systems
Improve functioning
Update WordPress
Maintain up to date login information and pay subscription bills
Ensure ACBA member co-ops membership is up-to-date.
Set up automated membership reminders
Work with staff and board to ensure contact information is up to date
Work with staff and board to confirm correct dues tier paid
CRM Data Entry
Manage organizational calendars
Schedule and set-up appointments and meetings as requested.
Support with co-op development logistics including scheduling zoom, meeting locations, food orders, and interpretation needs.
Support with calendar management through AI assistant, calendly, or other means.
Manage info@acba.coop and organization phone line, fielding calls and emails from public
Garner a working understanding of the most frequently asked questions and the tools and resources available to answer them and direct emails and inquiries to other staff as necessary.
Create template responses
Coordinate the hiring process including job postings, screening of resumes, organizing candidate interviews, and new hire on-boarding paperwork.
Serve as the point person for ordering and managing office and marketing supplies.
Manage sales of ACBA merchandise.
Mail out Poster sales as needed, usually 4x a year
Maintain poster inventory
Advertise posters and support ways to sell/disperse
Support internal committee logistics
Coordinate calendar for committees
Work with staff to schedule volunteer trainings on facilitation, note taking, and strategic planning for committee
Bookkeeping
On the Job Training Provided
Quickbooks data entry and manage integration with BILL spend & Expense
A/P and A/R invoicing.
Process Payroll
Process bank feeds & reconcile accounts
Enter philanthropic gifts in the donor database.
Assist with budget and financial statement preparation.
Work closely with our external financial service providers.
Keep Staff PTO and Sick Time up-to-date.
Manage monthly bills payments and ensure timely payment of expenses.
Grant Administration
Manage grant and fundraising tracking admin systems.
Data entry as needed to ensure proper reporting of deliverables.
Manage grant reporting in coordination with Program Staff.
Maintain documents required for grant submissions, grant reporting, donor stewardship, and cultivation pieces in coordination with Program Staff. This includes maintaining budgets, qualitative and quantitative outcome data and narratives, and more depending what is relevant to grants.
Prepare invoices
Prepare checks for contractors
Request and record keep financial and other documents from clients.
Other
Other duties as assigned with agreement with employee and staff team.
Work with staff on developing an employee-managed workplace.
Work with staff on strategic visioning and prioritizing.
Attended board meetings, committee meetings, and other ACBA & ACBF meetings as needed.
Application Process
Please email your resume and brief cover letter to hiring@acba.coop by midnight on Sunday, May 31st, 2024
Interviews will be conducted May 20th -June 14 th on a rolling biases
A second interview may occur if deemed necessary between June 17th – June 20th
Predicted start date between July 8th, 2024
Timeline subject to change based on candidates