Director of Administrative Services

Job Description

Job DescriptionSalary: $65,000-$75,000

Project FINDs mission is to provide low- and moderate-income and homeless seniors with the services and support they need to enrich their lives and live independently. Today Project FIND operates four supportive housing residences that are home to about 700 people and four senior centers with over 3,000 members. Our members and residents range from the healthy and active to the frail and homebound to the homeless. For all these men and women, Project FIND is a critical resource, providing housing, meals, and programs that help individuals navigate the challenges of aging by encouraging community engagement and healthy living. Please visit our website at: www.projectfind.org.

Job Summary:

The Director of Administrative Services oversees the organization's administrative operations. This role ensures efficient and effective administrative processes, supports various departments and helps to direct administrative staff and projects. The Director of Administrative Services plays a critical role in organizational planning, policy formulation, and resource management to support the company's strategic objectives.

Key Responsibilities:

Leadership & Supervision:

• Provide supervision to Office Support Personnel, including administrative employees and interns.
• Act as the liaison for Information Technology needs, overseeing work ticket requests and coordinating efforts with the organization's IT provider.
• Supervise vendors for cleaning and upkeep of the agency office spaces.

Main Office Management:

• Meeting Coordination:
  • Coordinate and take minutes for all agency Board of Director meetings.
  • Work with the Executive Director to assess and implement special projects
  • Help the Executive Director with planning for various meetings for the agency

• Office Services:
  • Answer phones and forward calls to appropriate parties.
  • Coordinate office services related to building maintenance, including extermination, cleaning, leasing, and other facilities-related needs.
  • Provide notary services for agency projects.
  • Oversee the upkeep and maintenance of the main office, ensuring vendor performance aligns with contracts (e.g., cleaning, extermination).
  • Ensure the office is supplied with necessary products (e.g., paper, pens, cleaning supplies, coffee).
  • Work with the Executive Director and supervises to assist with internal and external documentation.
  • Manage the mail services of the main office.

• Insurance & Risk Management:
  • Collaborate with assigned brokers to secure insurance for the organization and its subsidiaries.
  • Assist with the processing of insurance claims as needed.

Technology & IT Support:

• IT Coordination:
  • Monitor IT-related actions, including managing computer work tickets and coordinating with the agencys IT provider.
  • Participate in meetings with the IT vendor for the agency.
• Asset Management:
  • Work with Human Resources to maintain and track office assets, including computers and phones provided to employees.
  • Assist HR with the setup and disconnection of computers and phones for new and departing employees.
• System Management:
  • Maintain the organization's status in government databases (e.g., Grants Gateway, Passport, Accelerator) to ensure compliance and prequalification for funding.
  • Assist with placing bills into the workflow system (AvidPay) for payment processing.
  • Push emergency alerts to employees via the Blooming Health alert system and act as a backup for other agency staff.
  • Help fiscal with reconciling of Amazon accounts
  • Act as a secondary signer for checks with Chase Bank

Compliance & Support:

• Work with assigned brokers to help with securing commercial insurance and processing claims for the agency and its subsidiaries.
• Assist with maintaining compliance in various online government databases, ensuring the organization meets requirements for funding and grant opportunities.

Qualifications:

• Education/Licensure:
  • High School Diploma or Equivalency Required
  • Notary license or ability to obtain certification in the first 90 days of employment.
• Experience:
  • Minimum of 5-10 years of experience in administrative management, with at least 3 years in a supervisory role.
  • Experience working with IT and facilities management is a plus.
  • Familiarity with government funding databases and workflow systems like AvidPay is desirable.
• Skills:
  • Excellent leadership and team management skills.
  • Strong organizational and multitasking abilities.
  • Proficiency with office management software and systems (e.g., Microsoft Office, Google Workspace).
  • Familiarity with IT work ticketing systems and asset management.
  • Strong written and verbal communication skills, with the ability to take clear meeting minutes.

Personal Attributes:

• High attention to detail and a proactive problem-solving approach.
• Ability to work independently and collaborate with various departments.
• Commitment to maintaining a well-functioning, efficient office environment.

Work Environment:

• This position operates in a professional office setting.
• Some travel may be required to attend meetings, oversee facilities, or collaborate with other offices.
• The position is office-based with the ability to work one day per week remotely, based on agency need.

Project FIND participates in E-Verify, which confirms employment authorization through an electronic database maintained by the Social Security Administration and Department of Homeland Security. The E-Verify process is completed in conjunction with the Form I-9 Employment Eligibility Verification. E-Verify is not used as a tool to pre-screen candidates.