Administrative Manager

Ruby’s Rainbow is an Austin-based nonprofit organization providing scholarships to students with Down syndrome nationwide who are pursuing post-secondary education, while spreading awareness about these individuals’ worth and capabilities! Ruby’s Rainbow is seeking a part-time Administrative Manager who will provide administrative support to the Executive Director and Associate Director of Operations across numerous areas of operation for the organization.

A strong candidate for this position will meet the following requirements and be responsible for the following duties:

Qualifications and Skills

• • Must live in the Austin area (position is partially remote but has in-person duties throughout the year).
  • Must be committed to the Ruby’s Rainbow mission and vision, embody the organization’s positive vibe, and strive to help it reach its short- and long-term goals.
  • Must embrace diversity and believe in the benefits of inclusion for all.
  • Should work well both independently and with others on the Ruby’s Rainbow team.
  • Must possess strong written and verbal communication skills, and strong time-management skills.
  • Must have the ability to work remotely (from home) as well as in person at the Ruby’s Rainbow office, and at various Austin-area events throughout the year.
  • A minimum two to four years’ administrative experience is highly preferred.
  • Nonprofit experience is preferred but not required.
  • Ability to travel in or out of state two to four times/year for conferences and Ruby’s Rainbow retreats is preferred but not required.
  • Experience with the following applications and platforms is preferred but not required:
  • WordPress (Web site)
  • Microsoft Office (documents, spreadsheets & presentations)
  • MailChimp (emails & newsletters)
  • Bloomerang (donor management)
  • Kaleidoscope (application platform)

Core Duties

The Administrative Manager (AM) is responsible for a range of duties within the organization, from overseeing daily operations to accounting, application management, facilitating events, strategic planning and website maintenance. In general, the AM is responsible for the administrative and operational support of the organization.

More specifically, the AM’s duties include but are not limited to:

• • Accounting: Bill pay, maintaining internal Expenditure and Revenue spreadsheets, and assisting with annual tax forms and documents.
  • Applications: Application management, updating application rubrics as needed, reviewing and scoring annual applications as needed, and supporting the Scholarship Review Committee during the annual selection period.
  • Donor Relations and Management: Maintaining the organization’s donor databases, sending out thank-you cards and tax donation receipts, drafting monthly email newsletters, coordinating annual donor appreciation mailings and events, and overseeing the creation of the organization’s annual Impact Report.
  • Events: Creating and maintaining Events spreadsheets, managing logistics, and supporting the Special Projects Manager through annual events such as the 3/21 Pledge fundraiser, the Maudie’s Cup golf tournament, the Rockin’ RainBOWL summer events, and the fall Lucky Mamas Retreats.
  • Record-keeping: Maintaining spreadsheets for scholarship recipients’ contact information; Scholarship Award Program participants’ contact and donation information; information regarding event sponsors, vendors, services and attendees; accounting and tax records; and more.
  • Scholarships: Facilitating the scholarship application review process each spring, reviewing scholarship applications, mailing out scholarship award packages to new recipients each summer, and communicating as needed with recipients/guardians about disbursement forms and other important information.
  • Website Maintenance: Adding pages and documents to the Ruby’s Rainbow site as needed, and updating annual site info such as current counts of scholarships and total funds granted, annual tax forms and financial disclosures, and more.
  • Miscellaneous: Attending weekly Ruby’s Rainbow team meetings, coordinating travel arrangements for the team as needed, and maintaining excellent communication with the team as well as with donors and supporters.

Hours, Compensation and Benefits

• • Position is 15–20 hours per week, variable (can range from 20–40 hours per week, depending on seasonal projects and events)
  • $28/hour
  • 1 week Paid Time Off (collectible after first six months)
  • Option for monthly IRA contributions to be matched by employer up to 3% annually
  • Reports to the Executive Director and Associate Director of Operations