Director of Administration

JOBSUMMARY: The Director of Administration provides strategic leadership and oversight of Frontier Community Services' administrative functions. This position ensures smooth coordination across organizational systems such as finance, human resources, compliance, and internal communication, working closely with contracted specialists in accounting and human resources. The Director of Administration promotes organizational efficiency, regulatory compliance, and continuous improvement by supporting internal structures rather than direct service operations. This role requires strong organizational, communication, and leadership skills, with the ability to synthesize information across multiple departments.

Knowledge, Skills, and Abilities

· Strong administrative and management skills, including planning, prioritizing, and resource coordination.

· Ability to interpret and apply federal, state, and local regulations affecting nonprofit administration.

· Excellent communication skills (verbal, written, and presentation).

Capacity to support quality improvement and performance measurement.

· Proficiency with office technology and software (Word, Excel, databases, HRIS/financial systems).

· Strong interpersonal skills with the ability to collaborate across departments and with external partners.

· Problem-solving, conflict resolution, and decision-making skills with sound judgment. Commitment to confidentiality and ethical handling of sensitive information.

Essential Duties and Responsibilities

Administrative Leadership

· Oversee general administrative functions to ensure agency efficiency and compliance.

· Serve as the primary liaison between the Executive Director and contracted HR and accounting professionals.

· Coordinate cross-departmental administrative processes, aligning systems to agency standards.

· Support Board reporting by compiling data, reviewing materials, and preparing documentation.

· Participate in on-call leadership rotations to support service continuity.

Facilities, Procurement & Contracts Oversight

· Provide direct oversight of the janitorial team, including scheduling, tasking/route lists, quality checks, vendor coordination (as applicable), and safety/compliance standards.

· Lead supply ordering and inventory management for administrative and program needs (e.g., office, janitorial, kitchen/common areas), ensuring cost-effective purchasing, stock controls, and adherence to approved budgets and vendor agreements.

· Oversee contract management, including tracking, renewals, and ensuring deliverables are met.

· Monitor agency-wide deadlines (fiscal, contractual, and compliance-related), ensuring timely submissions and follow-through.

Finance & Compliance Support

-Collaborate with the contracted accountant to monitor budgetary compliance and ensure accurate financial reporting.

-Assist with the preparation of financial documentation for grants, contracts, and state/federal reporting.

-Track agency-level fiscal deadlines and coordinate timely submissions.

-Monitor compliance with Medicaid billing and other regulatory requirements in coordination with Finance.

-Oversee quarterly file reviews, monthly data reporting, and billing audits to maintain compliance and accountability.

Human Resources Support

-Partner with the contracted HR specialist to ensure consistent implementation of personnel policies and procedures.

• Coordinate with HR to track training compliance, personnel file documentation, and agency-wide onboarding/offboarding processes.

• Maintain administrative oversight of employee recognition, internal communications, and scheduling practices as directed by the Executive Director.

• Assist in developing and implementing training curricula, policies, and procedures for staff and direct care providers.

Policy, Quality, and Risk Management

• Assist in developing, updating, and maintaining agency policies, procedures, and administrative manuals.

• Lead administrative aspects of Performance and Quality Improvement (PQI), embedding performance improvement practices within daily operations.

• Conduct regular department meetings to ensure open communication and collaborative problem-solving.

• Participate in accreditation preparation and compliance reviews.

-Coordinate risk management processes in collaboration with contracted professionals and department leaders.

Organizational and Community Engagement

• Serve as a member of the Senior Management Team, contributing to organizational strategy and decision-making.

• Provide administrative support for Board and committee meetings, including reports and presentations.

• Attend and actively participate in Board meetings, addressing inquiries and reporting on administrative performance.

• Represent the organization professionally with external stakeholders as directed by the Executive Director.

• Be available to answer phone calls and texts as needed.

Qualifications, Education, and Experience

· Bachelor's degree in Business Administration, Nonprofit Management, Public Administration, or related field. Equivalent experience may be considered.

· Minimum of five (5) years of progressive leadership experience in nonprofit or administrative roles, with demonstrated ability to manage cross-departmental systems.

· Strong organizational, leadership, and communication abilities.

· Proficiency with technology and data management systems.

· Experience in nonprofit or healthcare administration preferred.

· Must demonstrate alignment with Frontier Community Services' mission and values.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person