Director of Administrative Services

TITLE: Director of Administrative Services

REPORTS TO: Chief Executive Officer (CEO)

Salary Range: $75,000 - $85,000 Salary

Position Status: Full-time, Exempt

Primary Function:

The Director of Administrative Services leads, oversees, and directs as needed to improve, manage, update, and maintain the organization’s administrative processes and services. This work includes internal stakeholders, external stakeholders, vendor management and any related budgetary targets and contractual commitments. The Director of Administrative Services also acts as the Executive Assistant to the CEO and administrative support for the executive leadership team when priorities allow.

Duties/Responsibilities:

• Collaborates with CEO, Senior Leadership Team and Unit Manager to identify and deliver the required administrative support for the organization.
• Engage with team members across the organization as well as external stakeholders to anticipate, plan, organize, develop, evolve, and sustain priorities and approaches to improve organizational administrative processes.
• Drafts and assists with drafting and distributing reports, analyses, and exhibits to various company stakeholders and when required, to regulatory and government agencies.
• Manages/Assists CEO and Senior Leadership Team with calendaring and scheduling to elevate and maximize the leadership team’s and organization’s productivity.
• Assists in the hiring, and training of Administrative staff and schedule meetings with and for administrative staff.
• Serve as a liaison between the CEO, Senior Leadership Team and the public. This includes receiving and screening phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other BGCRR staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects and programs.
• Assist in activities, and processes including project planning, intake, prioritization, initiation, and execution.
• Serve as primary point of contact and maintain relationships between vendors and contractors, and negotiate contracts and agreements.
• Maintain BGCGRR computer databases, and computer equipment which include ordering, preparing and managing computers for new hires and other technical duties surrounding computer equipment.
• Oversees the materials management function for all departments, ensuring adequate acquisition, distribution and storage of supplies, materials and equipment.
• Oversees the space management and office support functions of all departments, including mail delivery, equipment repair and maintenance, telecommunication and data communication services, and records management.
• Lead projects from requirements definition through development, identifying schedules, scopes, budget estimations, and implementation plans, including risk mitigation.
• Coordinate internal and external resources to ensure that projects adhere to scope, schedule and budget.
• Analyze project status and, when necessary, revise the scope, schedule, or budget to ensure that project requirements can be met.
• Establish and maintain relationships with relevant client stakeholders, providing day-to-day contact on project status and changes.
• Partners with the CEO, Human Resources and other key stakeholders to ensure the organization’s compliance with applicable health, building, zoning, and safety licensing and certification requirements.
• Serves as a member of the organization’s key senior leadership decision-making and planning body.
• Manages/Assists CEO with the preparation and execution of internal team meetings, board meetings, board committee meetings, and meetings with external stakeholders.
• Collaborates with CFO and other management staff in the creation of the annual administrative budget.
• Updates, manages, and maintains the company’s internal server and hard copy files and folders within including purging, shredding and properly discarding as appropriate.
• Confidential in all areas is essential.
• Other related duties as assigned.

Required Skills/Abilities:

• Highly effective in collaboration and working with multiple internal and external stakeholders
• Ability to solve problems and improve processes to achieve successful outcomes
• Thorough understanding of, or ability to quickly learn, the office equipment, recordkeeping systems, management information systems, and related protocols used in the organization.
• Excellent verbal and written communication skills.
• Professional and tactful interpersonal skills with the ability to interact with a variety of personalities.
• Strong analytical, process improvement, and problem-solving skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with proven ability to meet deadlines.

Education and Experience:

• Bachelor’s degree in Business Administration, project management or related field required.
• Five years of Executive Assistant experience including supporting senior executive and team.
• Five years of experience in administration including three or more years managing vendor and external stakeholders.
• Excellent writing, editing, and proofreading skills.
• Excellent organization and time-management skills.
• Two years of experience with onboarding new employees, scheduling and following up their training, including training on expense report management where applicable and other relevant systems and processes.
• Experience with Microsoft Office 365: Outlook, Word, Excel, PowerPoint, OneNote, OneDrive, SharePoint, Publisher, Zoom.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

Commitment to Safety (first disclaimer, end of this section)

• Contribute to environment of safety through the learning and implementation and monitoring of all safety-related best practices, policies, and procedures.
• Promote accountability to safety through consistent observation, adherence to all safety rules and practices and proactive communication among members, parents, peers, and leadership.
• Obtain and maintain Mandated Reporter training and complete annual Child Abuse Prevention training.
• Complete training and participate in all Emergency Preparedness protocols including drills and communication practices.

DISCLAIMER: The Boys & Girls Clubs of Greater Redlands-Riverside requires a 4-point background check for all employees before hire and during employment that includes social security verification, local comprehensive criminal history search, national comprehensive criminal history search, and sex offender registry search. Per the organization’s Screening & Onboarding Policy, a person is ineligible to obtain employment with the Boys & Girls Clubs of Greater Redlands-Riverside if such person has been convicted of any misdemeanor against children or any felony consisting of murder, child abuse, domestic violence, abduction or human trafficking, rape or sexual assault, arson, weapons, physical assault or battery, or drug possession (use or distribution) in the last five years.