Administrative Manager

Administrative Manager

GLIDE is a nationally recognized center for social justice, dedicated to fighting systemic injustices, creating pathways out of poverty and crisis, and transforming lives. Through its integrated comprehensive services, advocacy initiatives, and inclusive community, GLIDE empowers individuals, families, and children to achieve stability and to thrive. GLIDE is on the forefront of addressing some of society's most pressing issues, including poverty, housing and homelessness, and racial and social justice. GLIDE's mission is to create a radically inclusive, just, and loving community mobilized to alleviate suffering and break the cycles of poverty and marginalization.

GLIDE is seeking a highly organized, self-directed, and detail-oriented Administrative Manager to support and coordinate essential functions across the Legacy Programs and Operations Portfolio. This role is responsible for managing administrative workflows, project tracking, and contract compliance, particularly within GLIDE's Free Meals Program. Reporting to the Senior Director of Legacy Programs, this role plays a critical function in ensuring the integrity, efficiency, and accuracy of department operations. The Administrative Manager serves as a core operational backbone, ensuring that contracts and data related to the Free Meals Program are administered efficiently, monitored regularly, and reported accurately. Additionally, the role supports other operational areas within the department, offering cross-functional administrative assistance and project coordination to ensure deadlines are met and programs run smoothly.

Must be available during regular business hours and occasionally on evenings / weekends to meet critical deadlines and operational needs, including holiday peak season.

Essential Duties & Responsibilities :

Administer and monitor core contracts (Meals, Safety, Ambassadors, Workforce Development) to ensure all deliverables, budget requirements, and compliance requirements are met. Work closely with the Compliance Department to ensure timely submissions and full adherence to funder and regulatory standards. Maintain organized systems for tracking deadlines, deliverables, invoices, billing, and communications associated with contracts and compliance. Lead the breakfast sign-in for seniors, manage weekly breakfast roster, enroll new participants in senior programming, manage referrals to other Glide service programs, support the accurate daily counting of meals tickets, and provide other direct service support as needed. Ensure breakfast roster and individual client profiles are accurate and up to date and that required client assessments have been completed, submit daily roster scans, troubleshoot contract data in Salesforce and Get Care, collaborate with internal and external database administrators as needed, be an expert in the Salesforce Meals department app and be responsible for managing the Meals department SharePoint site, be an expert on and provide coaching to other staff on all meals contract data matters, conduct regular quality assurance reviews of internal and contract-related data. Submit all reporting in CARBON for Main Meals, CAAP, and Elderly Nutrition Program contracts, submit all reporting in Get Care for Elderly Nutrition Program, and provide ad-hoc data upon request. Maintain updated contract binders for all Meals department contracts, track training and certification requirements for Meals staff, and liaise with the Training and Development team to ensure that all staff remain up-to-date on the required trainings, provide supporting documentation for and participate in contract audits and site visits. Support kitchen employees in monitoring and consistently meeting food safety and food service standards (accurate labeling, temperatures within required ranges, etc.). Liaise with the Facilities department to ensure that all kitchen components remain up to code at all times. Liaise with City nutritionists to ensure compliance, arrange quarterly visits, and conduct in-service training. Provide administrative support to the Director of Meals, liaising with internal departments like volunteers, safety, and ambassadors, to ensure adherence to service agreements. Collaborate with program staff to collect and analyze relevant data for operational decision-making. Identify service gaps and create systems to address.

Assist with project management and coordination across departments in the Operations portfolio, including Facilities, Community Safety, IT, Free Meals Programs, Workforce Development, & Cecil Williams Community Ambassadors. Serve as an Asana project manager and departmental point of contact for internal task tracking and workflow alignment. Monitor and follow up on task completion and deadlines in coordination with department leaders and the Senior Director.

Prepare draft contract scopes, payment terms, and budgets that adhere to City contract requirements for executive review. Create and maintain deliverable tracking and document filing systems (digital and physical) for contracts, SOPs, and operational documentation. Upload invoices in Concur and work with the Finance Department to ensure departmental and updated budget accuracy. Provide executive-level administrative support to the Senior Director / COO, including scheduling, internal communications, and document preparation, agendas, meeting minutes, and ensure documentation and follow-up on action items.

Maintain working proficiency and serve as an internal support resource for data systems, Microsoft 365 tools (Excel, Outlook, Word, SharePoint), and Asana. Configure, troubleshoot, and assist team members in project management and data tracking tools as needed.

Minimum Qualifications :

Minimum 35 years of administrative, operations, or project coordination experience in a nonprofit or mission-driven organization.

Demonstrated experience coordinating multi-unit operations, departmental workflows, and interdepartmental communication (including scheduling, data reporting, and project tracking)

Strong proficiency in Microsoft Excel (formulas, pivot tables, charts), Microsoft Office Suite, and project management platforms such as Asana.

Experience working with programs and CCSF databases is a plus.

Excellent written and verbal communication skills, with the ability to collaborate across diverse teams and manage multiple priorities in a fast-paced environment

Strong attention to detail and ability to self-manage multiple priorities under time constraints.

High level of accountability, integrity, and commitment to quality.

Able to handle and manage confidential information

Preferred Qualifications :

Experience working in food access, social services, and / or nonprofit operations.

Familiarity with San Francisco Department of Public Health (SFDPH) contracts or other government-funded programs.

Understanding of GLIDE's mission and commitment to serving marginalized communities.

Work Environment :

GLIDE's buildings are in the Tenderloin neighborhood.

GLIDE maintains an "open door" policy for the community and its clients, who frequently enter and leave the building

Physical Environment :

Ability to work on a computer and see details of objects at close range.

Ability to hear within normal range, and communicate effectively (in person, telephone or zoom).

Finger dexterity and the ability to use all standard office equipment.

Sit or stand comfortably, and the ability to navigate throughout office spaces (via elevator or stairs).

Occasional lifting, bending, or transporting supplies (up to 50 lbs.) may be required.

Must be able to work at a computer for extended periods.

$75,000 - $80,000 a year

This is a full-time (40 hour / week) FULLY on-site and exempt position.