Administrative Manager for the Prison Project

The Administrative Manager plays a crucial role in the smooth operation of The Prison Project, including The Reentry Project, The Youth Project, The Mentorship Project, and The Alumni Network. This position is responsible for managing the day-to-day tasks that keep each program running smoothly and providing practical solutions through organizational strategies to implement protocols and policies. The Administrative Manager also oversees the administrative responsibilities of the Alumni Development Coordinator and Alumni Advocacy Coordinator and supports the Director of Programming with employee management specific to payroll, allocations, record keeping, and grant maintenance.

RESPONSIBILITIES:

Payroll Management:
Prepare payroll for The Prison Project by compiling weekly invoices, verifying hours, mileage, and per diems, and ensuring compliance with internal schedules and administrative guides: review and correct timesheets bi-weekly for approval by the Director of Operations and TAG Controller.

Financial Allocation:
Prepare and submit the Payroll Allocation Workbook by reconciling employee earnings
with labor distribution and payroll summary reports. Ensure all entries match with
organizational charts of accounts before submitting them to the controller.

Administrative Guides and Training:
Update administrative guides and trainings memos for alumni, teaching artists, and staff. Facilitate various administrative training sessions in collaboration with Alumni and
Development Coordinators.

Record Management:
Collaborate with various coordinators to obtain, organize, and maintain records on
TAGPP Drive, covering attendance, reports, and receipts for various projects.

Grant Maintenance and Reporting:
Assist with grant writing and maintenance, oversee tracking systems, and report relevant data for grant and philanthropic monthly and quarterly reports.

Conduct training for staff on grant protocol compliance and calendar management for
reporting, and tracking data to submit accurate reports.

Travel Coordination:
Organize and manage travel logistics, including booking and tracking project
events and staff travel expenses. Maintain organized records of travel receipts linked to
specific grants.

Research and Evaluation:
Oversee implementation of evaluation plans and provide necessary training and
supervision for coordinators involved in research related to grant evaluation.

Communication and Protocols:
Oversee the management of the Prison Project Email, providing organizational protocols
and training for communication standards.

Coordinate open workshops and events, ensuring all administrative requirements are met, and communication is clear and accurate.

Meeting Management:
Organize and conduct staff meetings, prepare agendas, and document meeting notes.

Editing and Compliance:
Edit learning materials, proposals, and reports as needed to ensure clarity and
consistency across projects.

Tools and Software:
Utilization of Paylocity for payroll processing, Google Calendar for scheduling, and
TAGPP Drive for documentation storage and management is crucial for this role.

PREFERRED SKILLS:

Accurate accounting and detail-oriented
Strong communication skills
Ability to delegate
Adaptability in an unconventional workspace
Ability to work and meet deadlines unsupervised
Flexibility to solve problems in an ever-changing environment
Inspire commitment and enthusiasm among partners
Ability to collaborate and work as a team member
Ability to hold strong boundaries in carceral and other settings

Salary: “Starting at $45,000 annually but commensurate with experience”

Benefits: This position is a full-time salaried, non-exempt with health benefits and paid time off. The Actors’ Gang work week is 35 hours for full-time employees.

Benefits: Health, Dental, and PTO, Access to CalSavers retirement account. Vision is available to the employee at an additional cost.

Education requirements: Associate’s Degree, Bachelor’s Degree

Deadline to apply: May 2, 2025

Documents required to apply: Resume, cover letter, references

How to apply: Send a resume, cover letter, and three references to prisonproject@theactorsgang.com with the subject line: TAGPP – Administrative Manager by May 2, 2025