Business Administrator

JOB TITLE:                           Business Administrator

FLSA STATUS:                     Exempt, Salary

LOCATION:                         Administrative Offices

EXPECTATIONS OF ALL EMPLOYEES

Supports Project Woman’s mission and values by exhibiting the following behaviors:  confidentiality and respect for all survivors, Trauma-Informed Responses and Approaches, service excellence and job competence, collaboration and team player, and commitment to our community. 

POSITION SUMMARY

Under the direct supervision of the Executive Director, this position will maintain successful daily business practices; strategize, implement, and oversee processes for increased productivity and growth. Optimize operational efficiency by maintaining quality and accuracy of data. Management of day-to-day business operations including intersections of production, human relations, and accounting.

ESSENTIAL DUTIES AND RESPONSIBLITIES

1. Manages day-to-day business office operations. Works collaboratively with the Senior Management to ensure efficiency and compliance.

1. Coordinates the functions of the business office to ensure effective and efficient operations; ensures a system of inventory for donations and agency supplies; assures facility operations with contracted services as necessary.
2. Identify inefficiencies in a department's productivity and performance. Meet with senior management to determine areas of improvement. Serve as a member of the Performance & Quality Improvement Committee.
3. Research new innovative ways to improve the business model through technology and resources.
4. Provides direct supervision of administrative staff including volunteers and assigned student interns.
5. Monitors policy & procedure for relevance and compliance, ensures organizational education and understanding through routine training and reviews.
6. Serve as liaison with contractors and vendors to ensure open communication and efficiency in all business transactions. Monitors contract performance and renegotiates for efficiency and effectiveness.
7. Works collaboratively with the accounting office to ensure timely processing of purchases and expenditures. Communicates with vendors as needed.
8. Works collaboratively with the Finance Director to ensure accurate documentation and systems of filing for audit including but not limited to accounts payables and accounts receivables.

1. Provides HR audit in coordination with the Finance Director to maintain compliance with accreditation and regulatory agents.

1. Maintains all personnel files and employee information utilizing agency data-systems solution; ensures all records and documentations are up to date and filed with appropriate governing agencies; prepares personnel reports quarterly and annually.

1. Maintain approved job opening postings; maintain job descriptions in accordance with organizational format and policy.

1. Collects and maintains HR data related to compensation, benefits, training, recruitment, etc. Provides routine report to the Executive Director for Performance and Quality Improvement measures.
2. Coordinates and schedules staff training both internally and externally to meet requirements. Monitors training needs of all personnel to ensure compliance with Best Practices, Licensure, ODVN and OAESV Standards, and organizational policy. Prepares quarterly and annual training reports.

1. Serves as a point-of-contact for the Council on Accreditation to ensure compliance with Annual Maintenance of Accreditation, Accreditation Site Visits and Accreditation Renewal.

1. Maintain in-kind valuation required for organization and grants management purposes. Works with the development office to ensure timely communication with in-kind donors.

1. Serves as the Chair of the Health & Safety Committee; reviews monthly facility site safety reports, communicates safety and health needs to the PQI committee and the Executive Director as necessary; coordinates Wellness Activities within budgetary and organizational limitations.

1. Serves as the Volunteer Coordinator; recruits and interviews qualified volunteers; assigns volunteers to suitable Site Supervisor; oversee and manage volunteer orientation for the organization; manage community communication related to volunteer opportunities.

1. Ensures compliance with all federal, state, and local employment laws.

1. Assists with employee relations by helping create and maintain a positive work environment.

1. Other duties as assigned.

COMPETENCIES:

1. Respectfulness & Relationship Building: Builds constructive working relationships characterized by a high level of acceptance, cooperation, and mutual respect.
2. Commitment to Quality Service: Builds and maintains survivor/community satisfaction with the services offered.
3. Team Focused & Collaborative: Promotes cooperation and commitment within a team to achieve goals and objectives.
4. Self-Accountability & Work Standards: Sets high standards of performance for self and assumes responsibility and accountability for successfully completing assignments or tasks.
5. Stress tolerance: Maintains composure in highly stressful or adverse situations.
6. Professionalism and Personal Boundaries: Conducts self within appropriate and expected professional boundaries and policies.
7. Conflict Management: Helps others to effectively resolve complex or sensitive disagreements or conflicts.
8. Valuing Diversity: Helps to create an environment that embraces and appreciates diversity.
9. Integrity, Ethics and Trust: Maintains personal and professional integrity and earns others’ trust and respect through consistent honesty and professionalism in all interactions.

SKILLS AND QUALIFICATIONS – REQUIRED:

Business administration or related bachelor’s degree is required. Additional data management experience is required. Proven positive track record in a related field. Computer skills, including proficiency using Microsoft Office software is essential. Prior experience working with domestic and/or intimate partner violence and sexual assault violence is highly preferred.

Other Qualifications:

1. Excellent oral and written communications skills
2. Detail oriented and works with a high degree of accuracy.
3. Strong organizational abilities and team participation skills
4. Ability to multitask and meet changing deadlines.
5. Must be self-directed and able to complete projects with limited supervision.
6. Always maintains confidentiality.
7. Demonstrated ability to problem solve and be proactive; and to prioritize and handle a variety of projects simultaneously.
8. Has the ability to work with a diverse population and provide culturally competent advocacy for same.
9. Maintain a level of comfort and ability around basic technology (email, databases, etc.) as well as future systems as our technology needs progress and implement within scope of duties.

WORK ENVIRONMENT AND PHYSICAL DEMANDS

1. Work is primarily performed in a secured office setting and is moderately active.
2. Work may include sitting and standing for long periods of time. Work in this environment will result in regularly assisting people in acute distress or crisis.
3. While performing the duties of this job, employees are regularly required to sit, walk and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift to 50 pounds.
4. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus.
5. Work requires the ability to ascend or descend stairs, as well as the agility to move about and position self efficiently to perform physical tasks and address emergency situations.
6. May require the ability to move or transport supplies or equipment, while ascending or descending stairs.

MENTAL DEMANDS

While performing the duties of this job, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents; analyze and solve non-routine and complex office administrative problems; use math and mathematical reasoning; observe and interpret situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines with frequent interruptions; and interact with community partners, staff, vendors, survivors, the public and others encountered in the course of work, some of whom may be dissatisfied or abusive individuals. Employees must be able to control their emotions and remain calm. This is a high stress occupation and self-care is essential as is the ability to handle stress in a positive manner.

QUALIFICATIONS

Bachelor’s degree in HR and/or Business Management or equivalent experience. Must possess demonstrated knowledge of and experience with human resource functions. Can maintain deadlines and work flexibly with multiple projects. Possess excellent communication, organization, and problem-solving skills along with demonstrated critical thinking, leadership, and decision-making skills. Must always exercise professional and ethical conduct.

TRAVEL

Will include primarily local travel during business hours with occasional out-of-area and/or overnight travel.

JOB RELATIONSHIPS

Supervises:          Office Clerk, Volunteers/Interns as assigned

Supervised by:     Executive Director