Data and Administrative Manager

Position Overview:

The Data and Administrative Manager for the Trees Team is responsible for organizing, managing, and maintaining data systems that support the effective delivery of Trees Team programs and initiatives. This position oversees data associated with applications, planting locations and mapping, reporting, permitting, program tracking, and other information critical to achieving the goals of the Trees Team.

The Manager will develop and implement strategies for the collection, management, reconciliation, and quality assurance of data from both internal and external sources. The position will ensure that data is accurate, accessible, well-organized, and readily available to staff, partners, and other stakeholders who rely on this information for program implementation, decision-making, reporting, and compliance.

This role focuses on the behind-the-scenes systems and processes that support the Trees Team’s operations, helping to establish consistent workflows and ensure that information moves effectively between programs, staff, partners, and external systems. The Manager will also support the development of Requests for Proposals (RFPs), scopes of work, contract documents, and other administrative materials related to outside vendors and service providers.
 

Primary Responsibilities:

• Leads processing, management and communications of tree applications and permits.
• Creates and maintains meticulous records for trees, constituents, applications and permits. 
• Leads training and support for users of our Tree Keeper System and other data-related software.
• Assists with RFP’s and Contract documents.
• Manages biannual tree plantings and maintains accurate inventory records for tree planting and environmental projects.
• Serves as an administrator for various software platforms such as Salesforce, Formstack, Tree Keeper, Monday.com, GIS and similar products to efficiently manage data and communications.
• Facilitates communication across teams and departments to ensure updates on project priorities and deadlines are clear.
• Develop automated workflows, maintain accurate data records, and provide training and support to staff as needed.
• Generates, in partnership with PHS’ Manager of Impact Analysis, regular reports and dashboards to visualize progress and program impacts.
• Acts as primary contact for field operations team and outside partners ensuring timely and accurate updates on project progress, milestones, and any changes to timelines.
• Manages and supports the Data & Logistics Specialist and ensures they are meeting deliverables and annual work plan goals.
• Other duties may be assigned as necessary.
   

Qualifications/Specifications:

Minimum degree required: 

• Bachelor’s degree in related field or equivalent work experience. 

Years of experience:

• Minimum 2-3 years in related field

Licenses/Certifications: 

• ISA Certified Arborist preferred but not required

Driver’s License:

• Valid driver’s license and clean, safe driving record
   

Knowledge, Skills, Abilities Required for Success:

• Highly proficient with basic computer software, including Microsoft Office (especially Excel) and Google Maps, Formstack
• Previous experience implementing cloud-based software systems for work order management and data management.
• Highly proficient in data entry and management, with a strong attention to detail and the ability to think logically, simplify complex processes, and develop clear, easy-to-understand systems and workflows.
• Excellent interpersonal communication skills across constituencies, including and not limited to team members, program participants, and community residents.
• Demonstrated ability to prioritize and manage multiple projects and shifting workloads while consistently meeting deadlines in a fast-paced environment.
• Familiarity with the Philadelphia area and surrounding counties and comfort traveling throughout the city and region a plus. 
• Demonstrated ability to work collaboratively with multidisciplinary teams and across diverse organizations, departments, and disciplines, both internally and externally.
• Diplomatic with excellent written, oral, and interpersonal communication skills
• Experience with GIS preferred but not required.
• Knowledge of environmental justice and equity issues, a plus.
   

Physical Demands:

This is largely a sedentary role that requires looking at a computer screen for extended periods of time; however, some physical demands are required.

Standard Hours (including travel, evening, and weekend hours): PHS’s standard office hours are 9 AM to 5 PM at team member’s designated workspace. Some teams and positions work alternate hours because of the nature of their role at PHS. Your Business Unit’s Working Norms document will identify alternative hours, if applicable. 

Flower Show Requirements: Hours preparing for the show and the duration of the show may not follow your regular work schedule. Your Flower Show schedule will depend upon your regular position or your temporary position supporting the Flower Show. You may be required to stand for long periods of time, do extensive walking, and lift up to 25 pounds.

EEO NOTICE: 
At PHS, we value a diverse, inclusive workforce and we provide equal employment opportunity for all applicants and employees. All qualified applicants for employment will be considered without regard to an individual’s race, color, sex, gender identity, gender expression, religion, age, national origin or ancestry, citizenship, physical or mental disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military or veteran status, or any other basis protected by federal, state or local laws.