Director of Administration

5 days ago

Farmington Hills, United States Mel Bornstein Clinic Full time

The Mel Bornstein Clinic for Psychoanalysis and Psychotherapy (MBC) is a 501c3 outpatient mental health clinic with offices in Farmington Hills, MI and Ann Arbor, MI. We are a thriving nonprofit clinic, treating patients all over Michigan with both psychotherapy and psychiatry and with a robust referral network. We accept several types of insurance, and grant funding is available for patients, who need financial assistance. The MBC offers a residency program, where we train psychiatry residents in psychotherapy. Grant and fundraising efforts are ongoing, and our mission to provide quality psychotherapy for all, guides our efforts.  

We are currently seeking a Director of Administration to join our leadership team. The ideal candidate will be an individual with strong administration/operations experience in the nonprofit social services field and is ready for a senior leadership role.  They will be highly skilled at both management and supervision as well as collaborative decision making and problem solving.  

Job Summary:

Reporting to the Board President, the Director of Administration is a member of the Clinic’s management team and partners with the Director of Clinical Services and Education. The position is responsible for successfully managing the day-to-day administrative operations of the Clinic to ensure efficient workflow, fund development, ethical responsibility, and excellence in overall management.  

Essential Job Functions:

Administration & Operations

  • Manages administrative staff and contractors.
  • Improves coordination of operational workflows such as patient intake.
  • Implements changes in organizational policies and procedures.
  • Ensures the physical office spaces of the Clinic are effectively managed.
  • Ensures team and board meetings are scheduled and minutes are recorded and filed.  

Human Resources

  • Manages the hiring process and serves as the hiring manager for administrative positions.  
  • Ensures company payroll for both exempt and non-exempt employees is property submitted and processed by third party payroll service in a timely manner.
  • Administers employee benefits plans and ensures proper deductions in payroll system.
  • Ensures effective new employee onboarding and offboarding.
  • Manages daily personnel and HR matters related to employment policies.
  • Coordinates annual performance review process and conducts reviews of direct reports.  
  • Coordinates annual team building activities.

Fundraising / Development

  • Works in partnership with the Development Committee of the Board of Directors to raise contributed revenue through individual donors, including the annual campaign and end of year fundraising.  
  • Coordinates the application for and management of private foundation and public grants.
  • Manages external organizational partnerships.

Budget & Finance

  • Contributes to the Clinic’s business strategy, including annual budget design and management. 
  • Supports the growth of the organization by administering sound financial practices and business models that support the Clinic’s programs, services, and strategic plan. 
  • Monitors financial health, including review of financial activity reports and timely distribution of reports to management and the Board of Directors.
  • Maintains records of the organization’s audits, accounting services, internal and external financial reporting, cash flow management, long-range forecasting, banking, and supplier and vendor relationships. 
  • Ensures compliance with fiscal and operational systems, policies, and procedures necessary to maintain accreditation standards, proper records, and appropriate internal controls.
  • Tracks and records financial relationships with funders, grantors, and other third parties.

Qualifications

Education

  • Bachelor’s Degree, ideally in Business Administration, Nonprofit Management, Human Resources, Public Health, or a related field  
  • MSW, MBA, or other relevant graduate degree (preferred)

Experience

  • Minimum of 5 years of experience in a management role, preferably within a nonprofit social services or healthcare setting.
  • Experience managing administrative operations and improving workflow efficiency.
  • Experience in staff management, including hiring, onboarding, and developing performance expectations.
  • Experience in budget and financial management.
  • Experience in fundraising, including experience with individual donors, annual campaigns, and grant applications.  

Skills & Attributes

  • Demonstrated organizational and leadership skills with the ability to supervise and manage personnel as well as collaborative decision making and problem solving.
  • Strategic thinker able to recommend alternative solutions, execute, and monitor.
  • Excellent verbal and written communication skills.
  • Exceptional organizational skills and attention to detail.
  • Proficiency with Microsoft 365 and ability to learn additional cloud computing platforms.  
  • Strong understanding of nonprofit finance and budget management.
  • Ability to work with all levels of management and staff, community stakeholders, board members, funders, business consultants, and vendors.
  • Professionalism and commitment to confidentiality.
  • Commitment to the mission and values of the Clinic.

Special Requirements and Physical Demands

  • Position requires travel in the local area. Must have a reliable vehicle and requires maintaining a valid Michigan State driver’s license with a satisfactory driving record, eligibility for coverage under any applicable agency insurance and proof of automobile insurance coverage.  
  • Position requires adherence to traditional work hours along with flexibility, ability, and willingness to work additional hours and weekends to meet business needs when necessary.
  • Requires safely lifting or moving up to 25 lbs. on an occasional basis, for example movement of materials and/or items.
  • Noise level is usually quiet to moderate.

The Mel Bornstein Clinic for Psychoanalysis and Psychotherapy is committed to Equal Employment Opportunity (EEO) and to compliance with all federal, state, and local laws that prohibit employment discrimination on the basis of race, color, age, natural origin, ethnicity, religion, gender, pregnancy, marital status, sexual orientation, citizenship, genetic disposition, disability or veterans status or any other classification protected by federal/state laws.

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