Position summary
The Business Administration Manager (BAM) is responsible for providing full administrative support and data management to a rapidly growing Los Angeles area non-profit that works with system-involved youth. The overall responsibility is to support the budget, administrative and programming needs across all programs and services the organization offers both onsite and offsite. We work with approximately 150 youth at our center in Culver City and then another 700 youth per week across probation camps and group homes throughout Los Angeles and Orange County. This position will report directly to the EVP/Co-Founder and will work directly and collaboratively with program managers, directors, teachers and programming staff to insure the operational and fiscal sustainability of the organization across all channels of business. We are looking for someone with a strong administrative, financial, and communications background and experience with youth development programs. The BAM will maintain all organization data and records across all organizational database platforms as well as perform Registrar duties for our onsite Charter School. This will include maintaining and managing program participant education records, including: enrollment and disenrollment, assessments, transcripts, attendance, and course completion. The BAM will process student enrollments in compliance with state public school requirements and will establish and maintain hard-copy files and data records of transcript requests and receipt and transcript evaluation and entry to data and file records. The BAM will also respond to participant inquiries with regard to transcript information, provide administrative support to education staff, and interact with charter school partner administrators to ensure data and hard copy student records meet compliance requirements. In addition, the BAM will also support the EVP and accountants in compiling and inputting financial data, processing payroll and managing accounts payables/receivables.
Duties and responsibilities
Create and maintain student files (hard copy, PowerSchool and other database platforms)
Develop and maintain records of student achievement including: Student Achievement Plans, Assessment results, Report Cards, and Graduation Packets
Manage, update, and maintain daily attendance tracking systems and provide weekly attendance reports to the Executive Vice President
Update and maintain student enrollment and disenrollment using the PowerSchool database.
Maintain positive relationships with Regional School Districts and other educational institutions in order to secure timely acquisition of student records
Assist with graduation and other program special events
Maintain and ensure discretion and confidentiality of member information
Enter program participant enrollment, attendance, credit tracking, and academic status data into online educational databases, including PowerSchool and PowerTeacher
Maintain and update all databases, regularly review and edit data for all entry, exit, and reassignments information
Provide Database training, process and protocol to all staff on a recurring basis
Interface with off-site partners where New Earth provides programming
Maintain up-to-date teacher, instructor and programmatic schedules
Maintain all inter-office and public communication platforms for the organization including social media and email outreach
Maintain administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.
Oversee Junior Admin assistant and other student interns. Establishes policies, procedures, and work schedules.
Provides supplies by identifying needs for the center which includes reception, classrooms, common areas, copy room, and kitchen;
Provides communication systems by identifying needs; evaluating options; maintaining equipment;
Purchases needed materials and supplies by obtaining requirements; negotiating price, quality, and delivery;
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
Interfaces with program team to maintain offsite instructor schedules; facilitates instructor check-ins and conducts check-ins with offsite stakeholders
Provides historical reference by developing and utilizing filing and retrieval systems.
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
Works with finance team to input financial data, supports with invoicing, accounts payable and receivables and other financial tasks as assigned
Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
Contributes to team effort by accomplishing related results as needed.
Communicates and work closely with the Lead Teacher and/or Site Director to comply with all applicable federal, state, and school education standards
Maintain professional, open channels of communication with both Students and Staff
Act as a role model to other Staff and Students
Ensure policies and procedures of are strictly adhered to
Administer appropriate protocols, procedures, and all companywide handbooks
Provide direct administrative and scheduling support to the Executive team as needed
Maintains calendars for all departments and the Executive Team
Other administrative and financial tasks as assigned by Executive Vice President
Qualifications
7+ years of administrative or finance-related work experience
Bachelor’s Degree in Business, Administration or Finance or related field required
Experience working in an educational setting or comparable field or job preferred
Advanced level of computer literacy and experience using Microsoft Office Suite (especially Excel) and school-based or other electronic database systems
Excellent verbal and written communication skills
Excellent problem-solving and positive interpersonal skills
Understanding of working with and maintaining confidential information
Highly organized and has the capacity to maintain large amounts of documentation and files
Has the ability to multi-task and maintains grace under pressure
Adheres to deadlines, timelines, process, protocol and directives
Team player and collaborative, critical-thinker – can work well alone or with a team
Ability to meet deadlines and manage multiple tasks simultaneously
Ability to problem-solve and is extremely solution-minded
Ability to take direction at multiple levels with a high level of integrity and follow-through
Previous experience working with young adults in a social service or educational setting preferred
Finance or HR background a PLUS
Salary is commensurate with experience and skills. We offer a competitive benefits package including medical, dental, vision, paid holidays, paid sick days and paid vacation.
Only applicants who meet the criteria will be considered. Please send resume along with cover letter including salary history to ysimone@newearthlife.org. No phone calls please.
About New Earth
Our mission is to provide mentor-based arts, educational, and vocational programs that empower juvenile justice system involved youth ages 13-25 to transform their lives, move toward positive, healthier life choices, and realized their full potential as contributing members of our community. We offer programs in juvenile probation facilities in Los Angeles as well as transitional programs post release. We are committed to significantly reducing the mass youth re-incarceration rate in Los Angeles. New Earth is a non-profit 501 (c)(3) organization. www.newearthlife.org