Administrative Manager

Position Summary

The Administrative Manager serves as a central administrator for Rocky Mountain Youth Corps, supporting the day-to-day operations of AmeriCorps grant administration, human resources, finance, compliance, risk management, and organizational systems. Under the supervision of the Grants Administrator, this position implements and maintains established processes, manages critical records and deadlines, and provides consistent administrative support across departments, particularly during high-volume seasonal hiring and programming cycles.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities. They find satisfaction in behind-the-scenes administrative work, turning systems into action, and ensuring the many details that keep RMYC running smoothly are completed accurately and efficiently.

Essential DutiesHuman Resources Administration & Employee Support

Serve as the primary administrator for employee lifecycle processes while partnering with organizational leadership on higher-level personnel matters.

Responsibilities include:

• Coordinate and lead all employee and participant onboarding and offboarding in collaboration with program staff and data systems team, including:
• Reviewing and testing digital onboarding packets with the Data Administrator.
• Managing the completion of all onboarding steps with participants or participant guardians, including follow-up communications.
• Coordinate invites, review submissions, and document required processes such as onboarding packets, I-9s, background checks, payroll processing enrollment, and AmeriCorps enrollment as applicable. Assist in troubleshooting as needed with appropriate staff.
• Oversee termination paperwork collection and benefit continuation documentation as related to employee file.
• Support seasonal orientations, trainings, and de-rigs by providing program staff with updates on outstanding requirements and compliance reminders.
• Assist in processing unemployment claims and maintain required documentation.
• Work with the Grants Administrator and Data Systems Director to develop and implement an organized, consistent Google Drive filing system, including restructuring existing files, establishing naming conventions, and maintaining clear processes for document storage and accessibility.
• Conduct Motor Vehicle Record checks and maintain driver documentation.
• Assist in administering workers' compensation documentation and claims coordination.
• Assist in coordinating benefits enrollment, changes, terminations, and annual open enrollment.
• Support organizational audits as needed.
• Maintain personnel files and HRIS records.
• Support organizational technology and system administration as assigned.

AmeriCorps Administration

Serve as the primary day-to-day administrator of RMYC's AmeriCorps Grant.

Responsibilities include:

• Collaborate with Grantors such as The Corps Network and Colorado Youth Corps Association to complete all member enrollments, exits, audits, and reporting.
• Manage processes and grant-related data in eGrants, OnCorps, and Salesforce.
• Collaborate with Grants Administrator to ensure AmeriCorps compliance by staying up to date with regulations, updating internal policies and procedures, and working closely with program staff to maintain and audit member files.
• Oversee member service time and work with the Grants Administrator and finance team on monthly grant invoices. Coordinate missing timesheet approvals with programs and finance teams.
• Communicate with program staff regarding missing documentation, service hours, AmeriCorps requirements, and deadlines.
• Provide seasonal employee AmeriCorps training sessions related to grant requirements in partnership with the Grants Administrator.
• Flag unusual situations, potential compliance concerns, or exceptions for review by the Grants Administrator.

Finance & Grant Administration Support

• Provide grant administration support as needed, including maintaining documentation, tracking deadlines and expenditures, and compiling program data and supporting materials for reporting requirements.

Administrative Implementation & Continuous Improvement/ Compliance

• Maintain procedures, checklists, and templates for consistent, efficient administration, and recommend process and compliance improvements to the Grants Administrator or leadership.
• Maintain accurate and accessible records to support organizational oversight, accountability, and continuity of administrative responsibilities, particularly during high-volume seasonal hiring and programming cycles.

Required Qualifications

• Commitment to an office-based, computer-focused administrative role supporting RMYC's mission through organizational systems, compliance, and operations
• Strong organizational skills, attention to detail, and ability to independently manage multiple priorities, recurring deadlines, and accurate records in a dynamic, seasonal environment.
• Proficiency in Microsoft Office, particularly Excel and SharePoint, and experience with databases, recordkeeping systems, or administrative platforms.
• Ability to follow established procedures, identify inefficiencies, and contribute to improvements in administrative systems and workflows.
• Strong communication and interpersonal skills, with the ability to collaborate across departments, respond to staff needs, and handle confidential information with professionalism and discretion.
• Self-directed, adaptable, and comfortable managing a high volume of administrative responsibilities while maintaining accuracy and compliance.

Preferred Qualifications

• Experience with AmeriCorps, grant administration, reporting, or federal grant compliance.
• Familiarity with Salesforce or similar CRM platforms, Paychex or comparable HR/payroll systems, and Google Suite
• Experience supporting HR processes, including onboarding, personnel records, and benefits administration.
• Experience developing administrative tools, checklists, templates, and standard operating procedures.
• Experience in nonprofit operations, particularly organizations with seasonal staffing and complex administrative requirements.

Physical Demands and Work Environment

RMYC is committed to the full inclusion of all qualified individuals and will ensure that persons with disabilities are provided reasonable accommodations to perform essential job functions. Some positions may require periodic overnight travel, non-traditional work hours and physical ability to walk, climb, balance, stoop, kneel, crouch, type, read, perform repetitive motions, lift up to 25 pounds, and/or use tools/equipment on an infrequent or frequent basis. Ability to safely drive an organizational vehicle may also be required. Noise level is typically low to moderate.

Pay: $65,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee discount
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Vision insurance

Work Location: In person