Administrator, Program Operations, Texas (S2)

Save the Children

For over 100 years, Save the Children has been fighting for the rights of children. The right to a healthy start in life. To have access to education. To be in a safe environment, protected from harm. We work in some of the world’s hardest-to-reach places – over 100 countries, including the U.S. No matter what your role is, when you join Save the Children, you’re creating positive, irreversible change for children, and the future we all share. 

The Role

As the Administrator, Program Operations, you’ll be integral to our work in helping vulnerable children achieve a brighter future. You will provide professional administrative support to ensure the state team operates efficiently and effectively. This includes procuring goods and services, managing small grants, coordinating events, receiving and distributing gifts-in-kind, and serving as the executive assistant to the State Director. The role requires a high level of discretion, attention to detail, organization, flexibility and accountability.

Location:

Remote – Houston or San Antonio, Texas United States

What You’ll Be Doing (Essential Duties)

*not inclusive of all role responsibilities. May be subject to change

Administrative Support (40%)

• Serve as an executive assistant to the State Director; preparing travel arrangements, submitting expense reports, returning calls, and creating meeting materials on their behalf.
• Schedule team meetings, prepare and distribute meeting agendas and minutes, capture action items and ensure prompt follow up.
• Support logistics needs for events and VIP visits; identifying venues, arranging accommodations, establishing agendas, coordinating catering, and preparing materials.
• Provide guidance and support to team members on processes and policies, and organize, manage and maintain documentation in team’s shared folders.
• Assist with staff on-boarding and off-boarding, which includes requesting equipment setup and system access.
• Assist in the collection of data and other information as needed for reports, updates and other requests.
• Provide support with other tasks as assigned.

Grant & Award Management (20%)

• Assist with monitoring grant-funded projects, ensuring compliance with grant terms, conditions, and financial reporting requirements.
• Coordinate subaward application processes, including reviewing submissions, communicating with applicants, and maintaining documentation.
• Collaborate with finance and program teams to track subaward expenditures, reconcile financial reports, and ensure timely reporting.
• Maintain accurate and up-to-date records of grant allocations and subaward distributions using internal tracking systems.

Gifts-in-Kind Coordination (10%)

• Collect and maintain Gifts-in-Kind (“GIK”) needs list for the state and its partners.
• Work with the national GIK team to allocate goods and coordinate receipt and distribution plans.
• Properly track and account for all GIK shipments received in compliance with established internal controls.
• Facilitate distribution of goods to partners per the allocation plan; communicating plans and requirements to partners, collecting all required documentation, and ensuring accuracy and completion.

Asset Management (10%)

• Manage all Save the Children facilities, including offices or storage spaces, in the state.
• Serve as fleet liaison, coordinating with the national fleet manager to ensure compliance with policies and procedures related to vehicle use.
• Maintain all necessary legal documentation, such as title, registration, and proof of insurance for all fleet vehicles.
• Ensure all vehicles are equipped with the necessary safety equipment as outlined by Global Safety and Security protocols.
• Collect and maintain required driver documents including drivers’ license information, approved drivers list, and driver safety handbook acknowledgements.
• Maintain driver and vehicle tracking; ensuring check-out and check-in procedures are followed, mileage and driver statistics are monitored, and weekly/monthly reports are submitted as required.
• Coordinate routine maintenance and repairs and conduct inspections as required.

Procurement & Invoicing (10%)

• Assist state team with purchasing; researching new vendors, establishing accounts, submitting orders, and processing invoices for submission to accounts payable.
• Support the completion of consulting agreements, coordinate required documentation, and process invoices for submission to accounts payable.
• Facilitate company credit card usage and processes, including purchasing, monitoring balances, and submitting monthly reconciliation reports.
• Advise state team on, and ensure compliance with, processes, policies and appropriate timelines related to procurement, consultants, and credit cards.

Safety & Security (10%)

• With direction from Global Safety and Security (GSS) and the National Safety and Security Focal Point (NSSFP), execute safety and security protocols as outlined by the Save the Children’s Safety and Security policy and standards.
• Coordinate trainings for program Safety and Security Focal Points (SSFP).
• Represent your state team in monthly SSFP meetings and cascade relevant information as needed.

Required qualifications for the role

• Minimum of a High School Diploma or equivalent, plus at least 1 year of relevant experience or education

• Demonstrated ability to communicate and collaborate effectively with individuals and teams at all levels, both internally and externally.

• Professional proficiency in MS Office suite 

• Professional proficiency in spoken and written English.
• Willingness and ability to travel up to 25% of the time to assigned sites throughout the state in personal and state assigned vehicles.

This position may require the incumbent to operate a motor vehicle to fulfill certain essential functions of the job.  The incumbent should maintain a valid driver’s license and remain in compliance with any Save the Children policies pertaining to the safe operation of motor vehicles.

Preferred qualifications for the role 

• Professional proficiency in Salesforce or other CRM system

Compensation 

Save the Children is offering the following salary ranges for this position, dependent on candidate location:

• Geo 1 - NY Metro, DC, and other locations with labor costs significantly above national average: Target hourly pay for this position is $22.07 – $24.66 

• Geo 2 - Locations around the US National Labor Cost Average: Target hourly pay for this position is $20.02 – $22.38 

• Geo 3 - Locations significantly below the US National Labor Cost Average: Target hourly pay for this position is $17.98 – $20.10 

The salary ranges listed above are for US based candidates. For candidates located outside of the US, salary ranges will be based on the salary scales of the local employer of record. Actual base salary may vary based on, but not limited to, relevant experience, base salary of internal peers, business sector, and geographic location (more information on job structure is available here).

About Us

We offer a range of outstanding benefits to support our staff:

• Flexible schedules and time off: Flexible schedules, generous PTO, 11 paid holidays plus 2 floating holidays and hybrid working opportunities
• Health: Competitive health care, dental and vision coverage for you and your family
• Family: A variety of paid leaves: caregiver, parental/adoption, critical child illness and fertility benefits
• Employee Rewards Program: Annual merit increases and/or additional incentives for eligible employees
• Retirement: A retirement savings plan with employer contributions (after one year)
• Wellness: 15 safety and wellness days annually (if hired on or after July 1, safety and wellness days prorated to 8 days), mental health benefits and support through Calm and company-hosted events
• Employee Assistance Program: free and confidential assessments, short-term counseling, referrals, and follow-up services
• Learning & Growth: Access to internal and external learning & development opportunities and mentorships 

Click here to learn more about how Save the Children US will invest in you.

Save the Children is committed to conducting its programs and operations in a manner that is safe for the children it serves and helping protect the children with whom we are in contact. All Save the Children representatives are explicitly prohibited from engaging in any activity that may result in any kind of child abuse.

Save the Children is committed to minimizing safety and security risks for our valued employees, ensuring all are given training, support and information to reduce their risk exposure while maximizing the impact of our programs for children and families. Our shared duty, both agency and individual, is to seek and maintain safe working conditions for all.

If you require disability assistance with the application or recruitment process, please submit a request to applicantsupport@savechildren.org.