Administrative Operations Manager

Administrative Operations Manager

This essential position reports to the Executive Director and is responsible for supporting corporate-wide operations by building and maintaining internal processes and procedures, securing and monitoring budget resources, and supervising staff. As a key member of the APFC operations team, the Administrative Operations Manager is primarily responsible for leading the budgetary, procurement and other administration functions. In addition, this position provides project oversight for departmental and organization-wide initiatives. This position contributes to the performance of the Fund by assuring resources are in place to provide necessary support. This position is located at our headquarters in Juneau Alaska.

Key Attributes

• Strong commitment to APFC’s vision and its shared values of integrity, stewardship, and passion
• Self-motivation and strong sense of personal and professional integrity
• Ability to collaborate, build consensus and motivate to bring change
• Working knowledge of State of Alaska processes, including budgeting, travel, procurement, file retention and human resources
• Ability to work effectively with senior management, adapting to changing priorities
• Resourceful and solution-oriented
• Excellent written and verbal communication skills
• High degree of professionalism and discretion
• Ability to balance daily tasks with deadline-based project

Principal Responsibilities

Administrative Oversight

• Oversee travel planning and reimbursement; procurement; file retention; and other administrative functions through supervision of the Administrative Officer, Procurement Officer, and their respective team(s).
• Evaluate and organize existing corporate operating procedures
• Interpret policy and regulation in the areas of budgeting, procurement, travel, file retention and human resources; and provide corporate guidance
• Analyze and address administrative operational inefficiencies
• Authorize administrative purchasing transactions for budgetary control
• Ensure that applicable internal and State of Alaska policies are followed

Budget

• Work with executive team to compile budget requests
• Work with staff to prepare budget and budget related communications
• Oversee and/or work within Alaska Budget System to provide all required submissions
• Monitor State of Alaska budget calendar to ensure deadlines are met
• Present budget requests and updates to the Board of Trustees
• Ensure the timeliness and accuracy of budget reporting to staff and Trustees
• Monitor budget status, recommend transfers and adjustments as necessary

• Develop budget projections and track expenditures for operating and capital budgets

Project Management

• Create project plans, including setting targets for milestones and adhering to deadlines
• Delegate project tasks to employees best positioned to complete them
• Gather and synthesize information from multiple sources to make effective decisions to facilitate forward progress
• Serve as the primary point of contact for teams to ensure cohesive progress
• Ensure project goals are aligned by communicating with project owners and executive team
• Maintain project standards by ensuring quality control measures are consistent with project goals
• Adjusting schedules and targets on the project as needs or financing for the project change

Preferred Qualifications

• Bachelor’s degree or higher from an accredited college or university in business administration, accounting planning, technology or project management, or a combination of education and experience will be considered
• Three or more years of budget, procurement and/or management experience
• Knowledge, certification, or practice related to continuous improvement methodologies such as Lean
• Solid technical proficiency including standard MS Office suite (Word, Excel, PowerPoint, Outlook) and experience with the Alaska Budget System.

AAP/EEO Statement

APFC provides equal employment and advancement opportunities to all. APFC follows all applicable Federal and State laws and does not discriminate in employment opportunities or practices on the basis of race, color, religion, sex, national origin, age, disability, or any other class protected by law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may be added, removed, or changed at any time with or without notice.