Director of Adminstration

3 weeks ago

Grand Rapids, United States AYA Youth Collective Full time

**Position Summary**

The Director of Administration will lead and oversee key operational functions critical to the success of AYA. The Director of Administration will provide strategic direction and management for Human Resources, IT Management, Office Management, and Administrative Support, ensuring alignment with our mission and organizational goals. This position is responsible for cultivating a positive and inclusive organizational culture that values diversity, equity, and inclusion.

**Responsibilities**

**Human Resources Oversight**:

- Provide leadership and direction to all organizational HR in areas such as recruitment, onboarding, performance management, and compliance.
- Oversight, implementation, documentation, and training of all HR-related functions, including but not limited to: employment onboarding, offboarding and recruitment (for new and promoted employees), compensation + benefits, attendance, payroll data input, performance management, and HR compliance.
- Develop and implement HR policies and practices that foster a positive and inclusive work environment.

**Information Technology (IT) Management**:

- Lead, manage, and hold accountable the IT department or contractor to ensure the organization's technology infrastructure and systems support operational and security needs.
- Identify opportunities for technology enhancements and implement solutions to optimize operational efficiency, in conjunction with all budgetary allowances.
- Develop and implement risk management processes to protect organizational technology assets and to ensure all staff are trained on cyber-security.
- Lead, manage, and hold accountable the security department or contractor to ensure the organization's security infrastructure and systems support its needs.
- Ensure all IT processes are documented, communicated, and followed by all.

**Office Management and Administrative Support**
- Implement all office management functions, including, but not limited to, procurement and purchasing, in-kind donation inventory, supply storage, vendor management, office furniture and layout, employee office needs, coordinating with finance to ensure alignment with financial controls and budgets.
- Maintain office space, ensuring it is well-maintained, safe, and conducive to the well-being of staff and youth.
- Oversee the coordination of logistics for meetings and staff training, including scheduling, venue selection, A/V, and food arrangements.
- Serve as the primary point of contact for office-related inquiries and issues, resolving concerns promptly and effectively.
- Develop and maintain office policies and procedures, ensuring adherence to organizational standards and best practices.
- Serve as the organization’s HIPAA Security Officer
- Lead, manage, and hold accountable office admin staff, providing guidance and support in daily tasks and projects, including scheduling, correspondence, mail, and document preparation.
- Ensure that the organization has proper insurance coverage.
- Stay informed about relevant laws and regulations pertaining to office management and compliance.

**Qualifications + Experience**

General Requirements
- Bachelor's degree in Human Resources, Business Administration or a related field required, or commensurate experience
- Proven experience in management roles overseeing HR, IT, and/or Office Administration
- Strong leadership, team-building, and interpersonal skills.
- Strategic thinker with a track record of implementing operational improvements.
- Knowledge of nonprofit compliance, regulations, and best practices.
- Commitment to diversity, equity, and inclusion.
- Proficient with Microsoft Office Suite, Google Suite, or related software
- Strong commitment to AYA mission and values.
- Valid driver’s license and regular access to a vehicle; willingness to travel often for meetings and program activities.

Preferences
- Background working with people who have experienced homelessness, trauma and/or mental health/substance use concerns and knowledge of de-escalation techniques, or own lived experience with these systems.
- Basic understanding of the community’s social service and housing landscape.
- PHR or SHRM-CP Certifications a plus
- Bilingual and/or multilingual a plus

Additional requirements
- **Self-Management skills.** Must be able to manage own time and priorities
- **Process skills.** Must be detail-oriented. Must be committed to providing prompt responses to inquiries and requests, and to being relentless in following up until tasks are complete.
- **Thinking skills.** Must be able to demonstrate success in solving problems, managing multiple priorities, escalating issues appropriately, making decisions, and developing creative approaches to intractable issues.
- **Interpersonal skills.** Must be able to listen actively, synthesize ideas, and obtain cooperation from others in transforming those ideas into action. Must be skilled at communicating orally and in writing, wit

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