Administrative And Data Manager

• About the Role
• The League of Women Voters of Houston has worked for more than a century to empower voters and defend democracy. We are a nonpartisan, nonprofit civic engagement organization serving Greater Houston through voter registration, voter education, civic learning, advocacy education, trusted election resources, and community-based partnerships.

• The Administrative & Data Manager keeps that work running. This role owns LWV Houston's administrative operations, data systems, internal records, vendor relationships, and financial administration workflows. You will work closely with the Executive Director, Development Manager, Treasurer, CPA, and program staff, and supervise administrative support staff as assigned.
• Success in this role looks like: accurate and trustworthy data that staff and board can make decisions from; office systems, calendars, and files that run without prompting; donors, members, and partners who feel welcomed and responded to; deadlines met during high-pressure election periods; and internal processes that get simpler over time rather than more complicated.

This is the position that builds the internal infrastructure our public-facing democracy work depends on. It is a strong fit for someone who is detail-oriented, service-minded, technologically comfortable, and energized by creating order in a fast-moving nonprofit environment.

Approximate allocation of responsibilities:

• 30% Administration, office systems and scheduling
• 30% Data management, reporting and systems improvement
• 25% Development, membership and board administration
• 15% Financial, compliance and records support

Responsibilities

• Administration, Office Systems & Scheduling
• Serve as a welcoming first point of contact for LWV Houston by answering the main phone line, monitoring general inboxes, greeting visitors, and routing inquiries appropriately.
• Manage scheduling for staff meetings, board and committee meetings, donor meetings, interviews, community meetings, and internal planning sessions.
• Maintain organized office systems, shared drives, administrative files, supplies, equipment, mail, keys, templates, forms, calendars, deadlines, and recurring meetings.
• Supervise administrative support staff, interns, temporary staff, or contractors as assigned, including training, assigning work, reviewing performance, and making recommendations related to hiring, discipline, or continuation.
• Retrieve, sort, scan, and route mail, including donations, invoices, correspondence, membership forms, and official notices.
• Coordinate supply orders, printing, mailing, meeting setup, and internal administrative workflows.
• Support staff onboarding and offboarding logistics, including equipment, account setup checklists, forms, and documentation.

• Data Management, Reporting & Systems Improvement
• Manage LWV Houston's administrative and data systems, recommending and implementing improvements to workflows, platforms, documentation, and internal processes.
• Maintain accurate donor, member, volunteer, partner, event, outreach, and organizational records across databases, spreadsheets, and digital platforms.
• Enter, update, clean, deduplicate, segment, and organize contact records, mailing lists, tags, and reports to support fundraising, membership, outreach, and communications.
• Produce regular reports for staff, board, committees, fundraising, membership, events, and program planning.
• Support Houston Voters Guide production through candidate outreach, data entry, candidate follow-up, race review, quality control, and internal tracking.
• Track election deadlines, voting rules, candidate filing information, and ballot details in coordination with the Communications & Civic Education Manager.
• Maintain confidentiality and accuracy when handling donor, member, volunteer, personnel, financial, and organizational information.

• Development, Membership & Board Administration
• Support the Development Manager and Executive Director with gift processing, donor record updates, acknowledgment letters, pledge tracking, sponsorship records, mailings, and donor meeting preparation.
• Maintain membership records, renewal lists, and member communications lists in coordination with staff.
• Support fundraising campaigns, annual appeals, sponsorship outreach, donor stewardship, and event follow-up through administrative and data tasks.
• Prepare materials for board and committee meetings, including calendar invites, reminders, packets, reports, room setup, virtual meeting access, and follow-up documentation.
• Record minutes for selected board, committee, or staff meetings as assigned.
• Assist with proofreading, fact-checking, updating, and organizing civic education materials across print, digital, and presentation formats.
• Support event administration for the Political Pioneers Luncheon, Annual Meeting, donor gatherings, and membership events, including name tags, guest lists, check-in materials, sponsor lists, table assignments, mailings, and post-event data entry.

• Financial, Compliance & Records Support
• Support financial reporting and accounting workflows in coordination with the Executive Director, Treasurer, and CPA, including internal reports on expenses, receivables, payables, deposits, restricted funds, donations, and event revenue.
• Route invoices, receipts, checks, deposits, reimbursement forms, and financial documentation according to internal controls.
• Support basic accounts payable and receivable documentation without serving as the primary accountant.
• Serve as the primary staff liaison for IT, database, financial, office supply, and administrative vendors, including coordinating needs, tracking issues, and maintaining vendor records.
• Maintain organized administrative, financial, donor, personnel, board, and compliance records according to LWVH policies.
• Assist with annual administrative processes, including insurance documents, vendor files, board records, tax acknowledgment documentation, and audit or review preparation.
• Support compliance with internal policies related to confidentiality, records retention, nonpartisanship, and financial controls.

Qualifications

• Required
• Commitment to LWV Houston's mission and strict adherence to nonpartisanship.
• At least 2–4 years of experience in administration, operations, data management, nonprofit support, development administration, or a related role.
• Experience managing administrative systems, internal workflows, vendor relationships, or operational processes.
• Experience maintaining databases, spreadsheets, contact lists, reports, and digital records.
• Proficiency with Google Workspace, Microsoft Office, spreadsheets, CRM or database platforms, email platforms, and digital project management tools.
• Strong organizational skills, attention to detail, and the ability to manage multiple deadlines and recurring processes.
• Professional, welcoming, and responsive communication by phone, email, and in person.
• Ability to exercise discretion and independent judgment when prioritizing administrative needs, improving systems, resolving operational issues, and handling confidential donor, member, personnel, and financial information.
• Ability to work independently, identify administrative needs, and communicate proactively with staff.
• Experience supporting meetings, calendars, events, mailings, board materials, or donor and member administration.

Preferred

• Nonprofit, membership, fundraising, or civic engagement experience.
• Spanish, Vietnamese, Chinese, or other languages commonly spoken in Greater Houston.

• Desired attributes
• A systems-minded administrator who enjoys creating order, clarity, and follow-through.
• Warm, professional, and calm as a first point of contact for members, donors, volunteers, partners, and the public.
• Comfortable supporting both routine administrative tasks and time-sensitive election-year needs.
• Proactive about improving systems without overcomplicating them.
• Collaborative and service-oriented, and comfortable in a small nonprofit where priorities shift but documentation and follow-through still matter.

• Details & Compensation
• Full-time, exempt salaried position with a flexible hybrid schedule and regular in-office time required. Occasional evening or weekend availability may be needed for board meetings, fundraising events, annual meetings, election-period activities, and major organizational events.

Salary range is $50,000–$55,000 depending on experience, with employer-paid health benefits, a 401(k) with 5% employer match, 160 hours of paid time off, and holiday and office closures.

• How to Apply
• Apply through LinkedIn, or email your cover letter and resume to [email protected] with the subject line: Administrative & Data Manager Application.

• Our Commitment as an Employer
• The League is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.