Job description

Director of Administrative Services

WORK STATUS: Exempt, Full Time, 1.0 FTE

SALARY: $125,000

LOCATION: This position is located in St. Paul Minnesota. This position will work on site at the St. Paul office 3-4 days per week with the ability to work remotely 1-2 days per week.

REPORTING STRUCTURE: This position reports to the Executive Director and is a key member of the leadership team, works in close collaboration with the Proof Alliance staff and operational partners, and oversees financial support staff. The Executive Administrative Assistant supports this position in part-time capacity.

PRIMARY DUTIES AND RESPONSIBILITIES: The Director of Administrative Services is both a strategist and an implementer capable of managing and improving the efficiency of the administrative functions to position Proof Alliance for long term scale and growth in alignment with the strategic plan. The Director of Administrative Services is an experienced leader accountable for ensuring Proof Alliance achieves best practices for non-profit business to achieve 1) optimal organizational efficiency, effectiveness, and stewardship of resources, 2) financial health, and 2) a culture of performance excellence, inclusion and belonging.

Operations (60%)

• Lead all aspects of operations, including, but not limited to, policies, IT, legal, insurance, contracts, vendor management, service agreement negotiation, and facilities management.

• Proactively engage the staff and leadership team in identifying barriers and opportunities to improve the efficiency and effectiveness of operational workflows, procedures, and systems to ensure Proof Alliance models current and emerging best practices for non-profit business.

• Ensure information systems (including an organized electronic filing system) are efficient, effective and are designed to retain institutional knowledge.

• Provide oversight of organizational compliance relative to contracting, IT, finance, insurance requirements, HIPAA/regulatory guidance, and other regulatory requirements.

HR (20%)

• Lead all aspects of the HR function, including, but not limited to recruitment, onboarding, talent management, performance improvement, professional development, recognition, retention, and offboarding.

• Implement an annual employee engagement processes to support engagement, inclusion and belonging.

• Implement a Diversity, Equity and Inclusion Action Plan to cultivate a culture of inclusion and belonging.

• Lead all aspects of benefit administration.

• Implement relevant policies, processes, and training to ensure compliance with all federal, state and local employment laws and regulations.

STRATEGIC FINANCE (20%)

• Oversee financial support staff to ensure AP/AR/Payroll and other transactional financial processes are completed on time.

• Develop and lead annual budgeting process in collaboration with the Executive Director and the leadership team, ensuring transparency to program level budgets, direct and indirect costs and allocations, and providing monthly budget to actual and spenddown reports to management.

• Work with Director of Development and program staff to create budgets for new and existing program grant proposals that reflect the true costs of programs.

• Ensure financial controls meet current or emerging best practice standards for nonprofit financial management.

• Keep the Executive Director, finance committee, board and staff abreast of the organization’s financial status and financial health.

• Coordinate the annual audit process, liaising with external auditors and the finance committee, assessing any changes necessary and ensuring financial and legal compliance. Similarly, support site visits/audits relative to grants. • Proactively collaborate with leadership team and staff to build capacity/financial literacy amongst team to manage program budgets, minimizing overspending or understanding.

• Manage organizational cash flow, prepare financial forecasts, and develop long term finance plans to ensure financial health and sufficient reserves.

QUALIFICATIONS:

Leadership Competencies

• A collaborative, proactive, positive, and supportive leadership style.

• A people leader with a passion for, and proven ability to, empower others by equipping them with the knowledge and tools to perform as active collaborators in the work.

• An innovative, strategic, systems-oriented thinker and proactive problem-solver who consistently seeks and implements operational improvements to increase the organization’s efficiency and effectiveness.

• High emotional-social intelligence and strong interpersonal skills including active listening, conflict-resolution, emotional regulation, empathy, and ability to set boundaries, influence others, and work with discretion.

• An equity champion with the proven ability to cultivate the systems and environment to achieve inclusion, belonging and continuous learning and development.

• Excellent written and verbal communications skills with the ability to present complex, technical information in an engaging, relevant and meaningful manner to the board and staff.

• Commitment to uphold the highest standards of ethics, accountability, transparency and legal and ethical integrity.

Experience

• 10+ years of progressive operational, human resources, finance leadership experience. A combination of the three is accepted. Non-profit experience required. Healthcare setting preferred.

• Bachelor’s degree in business administration, organizational effectiveness, management, or finance, or equivalent work experience. Master’s degree or equivalent work experience preferred.

• Experience with state and federal grants (contract management, compliance, regulatory, fiscal management).

• Experience influencing without authority (matrixed work/reporting structures).

ADDITIONAL INFORMATION:

Proof Alliance offers a complete benefits package that includes generous time off, medical & dental insurance, short- and long-term disability, life insurance and an IRA match. Proof Alliance is an equal opportunity employer and values a diverse and inclusive work environment. The selected candidate will need to pass a background check for violent offences and offences against vulnerable populations.

HOW TO APPLY:

Please email ALL the following information to humanresources@proofalliance.org. Candidates with incomplete packages may not be considered.

1. Your resume

2. Your cover letter

3. Two to three paragraphs (in the body of the email) telling us:

• Why you are interested in this particular position.

• How you believe you meet the qualifications.

Job Type: Full-time

Pay: $125,000.00 per year

Schedule:

• 8 hour shift

Ability to commute/relocate:

• Saint Paul, MN 55104: Reliably commute or planning to relocate before starting work (Required)

Work Location: Hybrid remote in Saint Paul, MN 55104

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