The Administrative Manager will work directly with the Executive Director and Co-op Developer 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, Co-op Developer, 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

Managerial Experience with operations (preferred non-profit operations);

• Ability to create and communicate structure for team to utilize ;
• Experience with Google suite, excel;
• Experience with Quickbooks or similar bookkeeping software;
• Experience with CRMs and project management software (Monday, Asana);
• Experience with grant administration and reporting;
• Some experience with financial and budget management;
• Some experience with IT management;
• Some experience with website maintenance;
• Some experience with Zoom or other video telephony 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 or Arabic;
• Knowledge of federal grants.
• 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 $29/hr, with potential 2% cost of living increase every year and hourly increase based on funding and annual reviews.
• 32 hours/week full-time
• $500 monthly HRA
• 2 weeks PTO and 3 days a month of 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 and events
  • 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

Financial Operations Management

• Manages Bookkeeper and related contractors:
  • 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.
• Keep Staff PTO and Sick Time up-to-date.
• Manage monthly and annual bills payments and ensure timely payment of expenses.
• Manage and check PO Box regularly and deposit checks.

Grant Administration

• Manage grant and fundraising tracking admin systems.
• Researches and proposes contracts and grants programmatic staff apply for.
• Assist programmatic staff with grant/contract application as needed.
• 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

1. Please email your resume and brief cover letter you are interested to hiring@acba.coop by midnight on Monday, June 30th, 2025.
2. Interviews will be conducted through May 1st to July 15th on a rolling basis.
3. A second interview may occur if deemed necessary.
4. Latest start date of August 4th, 2025 - earlier start date possible.
5. Timeline subject to change based on candidates - someone can be hired before applications are due if a strong fit is found.