Director of Administration

2 weeks ago

Washington, United States DC History Center Full time
Job DescriptionJob DescriptionAbout Us:

Established in 1894 and located at the Carnegie Library in Downtown, the DC History Center is a community-supported nonprofit organization, which deepens understanding of our city’s past to connect, empower, and inspire. For more information visit dchistory.org.

In fulfillment of its mission, the DC History Center aims to recruit and retain outstanding staff members who bring diverse viewpoints and experiences, relevant skills and expertise, and deep passion for DC and its history, to their work. In keeping with our Justice, Equity, Diversity, and Inclusion Statement, the DC History Center determines and evaluates compensation and benefit packages, as well as all human resource policies, with a focus on equity, transparency, and fairness.

Responsibilities:

Reporting to the Executive Director, the Director of Administration is a multi-faceted leadership role at the heart of the organization, overseeing the strategic and efficient management of key administrative areas including human resources, financial operations, visitor services, retail, information technology, and facilities upkeep.

The position requires an individual who can ensure that all staff and federal work study students receive effective HR support covering recruitment, onboarding, performance evaluations, and benefits. The Director works closely with our outsourced accounting firm to oversee financial reporting, fund management, accounts payable/receivable, and coordinates audit and budget preparation. Technology infrastructure and policy enforcement fall within this role’s purview through a close relationship with an outsourced IT firm.

The Director of Administration engages proactively with all team members to support the organization’s collaborative culture and high productivity. This role presents an opportunity to leverage and enhance your skills in managing charitable contributions, overseeing grant reporting processes, and engaging with board relations.

Primary Responsibilities

Human Resources Administration

  • Provide comprehensive HR support and serve as the primary HR contact for the organization.
  • Manage benefits administration and act as the primary contact for both providers and employee inquiries.
  • Manage the recruitment lifecycle with efficiency and facilitate onboarding and offboarding processes.
  • Collaborate on payroll processes with the outsourced accounting firm using the Paychex system.

Financial Operations

  • Facilitate financial reporting in collaboration with the accounting firm.
  • Oversee financial transactions, including depositing checks and cash, recording all cash receipts, and keeping thorough documentation.
  • Manage accounts payable and receivable.
  • Generate financial presentations and coordinate audit and budget preparations.
  • Develop financial procedures to enhancing operational efficiency and compliance.

Information Technology

  • Partner with the outsourced IT firm to ensure service delivery..
  • Provide basic IT support and manage compliance with IT policies.
  • Oversee IT hardware, software solutions, and manage related contacts.

Facilities and Office Operations

  • Act as the primary point of contact for facilities-related matters.
  • Develop operations procedures for routine and emergency facility management.
  • Handle renewals of critical organizational documents and manage insurance policies.

Visitor Services and Retail

  • Work with the Senior Manager of Visitor Services to ensure cohesive financial support for retail operations, both in-store and online.
  • Provide support to Senior Manager of Visitor Services regarding staffing, scheduling, and training.

General

  • Participate in staff meetings and assist with public programs and events as needed.
  • Contribute to setting organizational goals and priorities that support the fulfillment of Justice, Equity, Inclusion, and Diversity practices.
  • Additional duties relevant to fulfilling the organization’s mission.


Requirements:

  • Minimum of five years of combined experience in HR, finance, and administrative operations at a management level.
  • Bachelor’s degree in business administration, management, finance, or other related fields; a relevant Master's degree can partially substitute for experience.
  • Advanced computer skills with proficiency in payroll software (Paychex); accounting software (Bill.com and QuickBooks), Excel, and other database software packages.
  • Proven HR experience in recruitment, onboarding, performance reviews, payroll, and compliance.
  • Financial acumen in reporting, fund management, audit coordination, and budgeting.
  • Competence in managing outsourced partnerships and ensuring compliance with organizational IT policies.
  • Demonstrated commitment to ethical standards by adhering to confidentiality protocols and demonstrating an understanding of compliance regulations.
  • Residence in the Washington, DC region, and legal work eligibility in the United States.
Bonus Points:
  • Experience in non-profit or community-based organizations.
  • Familiarity with visitor services and retail management, including online operations.
  • Experience in contract management and negotiation.
  • Proficiency in data analysis and visualization.
  • Familiarity with charitable gifts and grants management principles.
  • Knowledge of board relations and working with executive leadership.
  • Passion for the organization's mission and/or connection to the humanities.
Perks:
  • Comprehensive benefits package includes health, dental, and vision insurance (including employer contribution to health care premiums for employees and dependents); life and disability insurance; and a 403(b) plan with employer match.
  • Full-time employees receive vacation starting at three weeks, three paid personal days, in addition to paid sick leave and holidays. Our central Downtown location is easily accessible from all Metro lines, but on-site parking is not available.

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