Senior Manager Administrative Services

Job Purpose

The Senior Manager - Administrative Services provides leadership and operational oversight for core administrative functions to ensure efficient, compliant, and well-integrated organizational operations. This role drives process excellence, resource stewardship, and cross-functional coordination, enabling leaders and staff to focus on mission delivery while strengthening infrastructure, accountability, compliance and service quality across the organization.

Position Summary

The Sr. Manager – Administrative Services becomes well acquainted with and tracks the body of work that AFT carries out and then reflecting that, leads and integrates the organizations administrative services, ensuring systems, processes, and resources are aligned to support strategic priorities. This role oversees core administrative functions, drives continuous improvement, supports compliance across departments, oversees vendor relationships and strengthens internal service delivery through sound governance, fiscal responsibility, and effective cross-functional collaboration. The Sr. Manager serves as a trusted partner to the EVP and all AFT departments, translating organizational goals into efficient, compliant, timely, and sustainable administrative practices.

Duties and Responsibilities

Talent Leadership

- Set clear goals and expectations that align individual contributions with organizational priorities.

- Provide consistent coaching, feedback, and recognition to support growth and performance.

- Foster an inclusive, respectful environment that encourages open communication and trust.

- Lead performance management practices with fairness, accountability, and transparency.

- Support employee development through ongoing learning, career conversations, and opportunity planning.

- Address challenges proactively, including conflict, performance concerns, and team dynamics.

- Model organizational values and professional standards through everyday leadership behaviors.

- Partner effectively across teams and with leadership to advance strategic objectives.

Strategic and Administrative Leadership

- Oversees facilities management (AFT currently has 3 offices), office logistics and internal resource allocation

- Manage administrative technology platforms (such as contract management)

- Implement and update relevant standard operating procedures and policies

- Ensure adherence to federal, state and local regulatory and contractual requirements

- Maintain compliance documentation and coordinate third party filings (such as charity registrations and state disclosures)

- Support audit preparation, internal controls, compliance requirements, and risk management activities across administrative operations

- Act as an operational liaison between Administrative Services and other divisions/departments such as Finance, Human Resources, Programs, Development

- Oversee vendor relationships, contract negotiations and those procurement processes which are centralized.

- Monitor division expense tracking and budget development and reconciliation

- Identify cost-saving measures and workflow efficiencies

- Provide subject matter expertise and/or thought leadership for program development and implementation that supports divisional goals.

- Provides strategic and operational direction of a division within AFT, setting priorities and ensuring alignment with organizational goals.

- Leads the development and implementation of divisional work plans, operationalizing annual goals and managing performance outcomes across internal and cross-divisional initiatives.

- Has overall responsibility for oversight of divisional resource allocation, and performance metrics; exercises financial decision-making authority within delegated limits and ensures responsible budget management.

- Develop organizational policies and standard operating procedures to facilitate growth.

- Manage administrative operations and contracting processes, including signature authority policy

- Help to plan, implement and monitor organization-wide system, processes and policy changes, while ensuring minimal disruptions, but full workplace adoption.

- Maintain organizational administrative record systems.

Project/Program Leadership and Execution

- Leads project execution by setting priorities, defining deadlines, and coordinating across teams and with external partners to ensure collaborative and timely delivery of outcomes. Initial focus will be on executing and refining AFTs Safety and Security Plan, ensuring all administrative services tasks are being tracked and completed in a timely manner, and reviewing Admin Services policies to ensure they are reviewed and updated on a regular basis according to protocols.

- Applies subject matter expertise to lead high-impact projects and processes, ensuring effective design, implementation, and delivery in support of divisional and organizational goals.

- Ensures successful project and team outcomes by prioritizing tasks, managing deadlines, and aligning efforts with strategic and budgetary goals.

- Assist the Executive Vice President in monitoring and evaluating Administrative Services performance towards organizational goals

Collaboration and Organizational Alignment

- Fosters internal and cross-divisional collaboration through informed guidance, coaching, and knowledge and/or expertise in relevant areas.

- Collaborates with Directors and Deputy Directors on cross-divisional efforts and works to break down siloes within the organization to ensure effective execution of strategic initiatives.

- Nurture an inclusive, respectful, and conducive work environment, fostering learning and productivity.

Innovation and Continuous Improvement

- Identifies, develops, and promotes new programmatic and operational initiatives that drive organizational growth, improve effectiveness, enhance efficiency, quality, and engagement, while encouraging and supporting a culture of innovation, continuous improvement, and adaptability.

- Oversee and contribute towards administrative improvements at the organization.

- Drive operational enhancements, encouraging collaboration, and innovation among the team.

Communications Leadership

- Ensures the production of written and other materials to communicate divisions work with target audiences.

- Supports strong collaboration with the National Communications team to maintain consistency and alignment across all internal and external messaging.

- Serve as a trusted resource for employees, fostering open communication and building trust within the organization.

This is not necessarily an all-inclusive list of job-related responsibilities, duties, skills, efforts, requirements or working conditions. The Executive Vice President reserves the right to revise the job description or to require that other or different tasks be performed as assigned.

Qualifications

- Expertise in business organization, specifically at a senior manager/leadership level, is essential.

- A solid understanding of administrative functions.

- Proven experience streamlining processes and workflows to enhance efficiency, by implementing scalable systems or procedures.

- Strong analytical problem-solving, cross functional collaboration, exceptional attention to detail and transparent integrity

- Familiarity with office operating systems inclusive of databases and a proficiency with the Microsoft Office Suite

- Demonstrated exceptional effective interpersonal, written and oral communication skills required

- Must be technology savvy and have the mindset to embrace and implement new technology to enhance the operating environment

- Supervisory experience over administrative functions

- Demonstrated ability to plan, organize, and manage diverse and competing tasks

- Proven experience using databases and spreadsheets, with willingness and ability to learn new software to support administrative functions, as needed

- Ability to operate independently and effectively with minimal direct oversight.

Education & Experience

- At least 7 years of progressive operations and/or administrative experience.

- At least 3 years of proven team leadership experience.

- Bachelors degree in Public Administration, non-profit Management, or Business Administration

Working conditions

- This position is based in the Washington, DC area and works regularly from AFTs DC office. This is not a remote role.

- Occasional work in the evenings or on weekends may be required to meet deadlines.

Travel

- Travel will be limited but possible for certain special events. Travel is not expected to exceed more than 5%.

Supervisory Responsibility

This position has supervisory responsibility for:

- Administrative Coordinator.

- Office Administrator

Compensation
American Farmland Trust offers excellent vacation, medical, retirement and other benefits. The salary range for this position is from $105,000 to $115,000 based upon experience.

American Farmland Trust offers a full benefits package for full time employees:

- Insurance coverage begins the 1st of the month following the date of hire.

- Medical & Prescription Coverage

- Dental Coverage

- Vision Coverage

- Company Paid Life Insurance & Long-Term Disability (LTD)

- Voluntary Life Insurance

- Flexible Spending Account (FSA) – Healthcare & Dependent Care

- Health Savings Account (HSA)

- 401k Plan

- Sick Leave: Regular full-time employees accrue 13 sick days per year.

- Vacation Leave: Accrue 15 days during the first year increasing by one day per year to 20 days per year maximum.

- Holidays: AFT observes twelve fixed holidays and a week between Christmas and New Years off during the year (all offices closed) plus a choice of up to three (depending on hiring month) floating holidays.

Why you should apply

- Be a part of a purpose-driven, committed, knowledgeable, high-performing, experienced and fun team

- A diverse and inclusive work environment

- A cause and mission you can be proud of

- Competitive compensation & benefits

- Remote work opportunity

Timeline

To be considered applicants must submit a resume, answer all screener questions and include a cover letter explaining what they are a right fit for both AFT and this role. Applications received by October 19th will be given priority review.

Please apply directly through AFTs Paycom Career Portal using this link: Senior Manager Administrative Services

If the link is unavailable, please visit AFTs Careers page and select this position to submit your application.