Contracts Administration Director jobs in New York, NY

TITLE: Director of Administration

LOCATION: New York, NY (Lower East Side)

REPORTS TO: Chief Operating Officer

SCHEDULE: Onsite M-F, generally 9-5, some nights or weekends as needed

SALARY: $125,000 to $150,000 annually depending on experience, plus excellent benefits

DATE: March 2024

ABOUT US

Grand St. Settlement is a 107 year-old non-profit organization planning our legacy for the next 100 years. We have provided social services to low-income New Yorkers since our founding in 1916. We are now a $45M a year organization and are looking for a Director of Administration to join our team.

Grand St. Settlement is an equal-opportunity employer. We embrace diversity and are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We strive to create an inclusive environment for all employees. Our goal is to have a diverse and representative workforce, at all job levels, of the people we serve.

JOB SUMMARY

Grand St. Settlement seeks a proven and experienced leader to provide high-quality administrative management and process improvement support across our organization of 500 dedicated staff who work at 37 community centers and schools across New York City. The Director of Administration will serve as the day-to-day liaison with BTQ Financial, a finance and accounting consulting services partner organization, in coordination with the CEO and Executive Team. The Director of Administration will support the Fairdinkum Information Technology team, and coordinate facilities management of Grand St.reet Settlement’s community centers in the Lower East Side and throughout Brooklyn. The Director will partner with the senior leadership team to expand programs and develop facilities to serve the community.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Financial Management

The Director of Administration will:

• Director of Administration reports to the COO and the CEO on all financial management and monitoring
• Collaborate with BTQ Financial on accounts payable, budgeting and contract management
• Coordinate with BTQ Financial in support of the Board Finance Committee and Audit Committee.
• Assist with outside auditors on all agency audits, including supporting BTQ’s preparation of audit deadlines, information sharing worksheets, analyses, and audit statements.
• Supports DocLink, our paperless accounts payable system, with related requests including uploading, coding, and tracking payments
• Analyzing actual and projected government and private revenues and expenditures, including comparisons of such figures against budgeted amounts, and suggesting methods of improving cash flow and net income.
• Handles vendor relations including supporting payment remittance information and resolving any vendor questions
• Develop and implement agency-wide procurement procedures to ensure compliance with funders and GSS mission

Information Technology

The Director of Administration will:

• Monitor external consultant team on monitor network and data security
• Identify opportunities to improve and update software and systems
• Develop and implement IT policy and best practice guides for the organization
• Provide direction to the external consultant team
• Monitor regular system audits and cybersecurity plans
• Prepare with consultant operational system reports with senior management
• Overseeing and determining timeframes for major IT projects including system updates, upgrades, migrations and outages
• Manage and report on allocation of IT budget
• Identify opportunities for team training and skills advancement
• Design training programs and workshops for staff

Facilities Management

• Oversee the administration of ordering, invoicing, scheduling, receiving, and installing equipment, furniture, maintenance, and repairs for all facilities.
• Oversee and develop facility budgets and facility improvement projects
• Oversee and monitor utility, maintenance, and other service contracts (e.g. utilities, building systems, copiers, telephones, furniture, storage rentals, etc.).
• Support the day-to-day operations management of facilities across the GSS portfolio.
• Oversee and coordinate train custodial and security personnel as-needed.
• Coordinate with early childhood, youth, social services, and senior services departments on purchases, repairs, and maintenance contracts as-needed across the portfolio.
• Develop and maintain an organized record of facility needs for all of GSS
• Develop strategies to expand real estate opportunities to deliver programs

Risk Management Initiatives

• Provide support to the Risk Management Committee of the Board and to the COO’s oversight of risk management implementation.
• Oversee insurance contracts with agency broker
• Oversee security and safety plans and initiatives

Primary Responsibilities

• Provide ongoing key administrative reports to the Executive Team and key Board committees
• Reviewing all financial reports prepared by BTQ, including income statements, balance sheets, reports to funding entities, tax returns and reports for government regulatory agencies, foundations and other funders.
• Experience facilitating collaboration and partnership between programs and the administrative functions of human resources, financial and development.
• Ensures that forms are up-to-date and uploaded in the ADP forms library.
• Coordinates all professional development and financial literacy training/events for Managers, staff, and participants as requested.
• Managing the agency’s banking relationships.
• Serve as a liaison with NYCHA, partners, vendors, government contractors and landlords.

Cross-Departmental Leadership

• Support the executive leadership for organizational strategic planning implementation
• Support the executive leadership for the organization’s efforts to promote Diversity, Equity and Inclusion
• Engage in GSS’ Advocacy Platform, leveraging historic moments in New York City—to make the case for practical, achievable policy solutions that will change the lives of our low-income communitie

EDUCATION EXPERIENCE REQUIREMENTS

• Preferred Master’s Degree in Business Administration, required Bachelor’s Degree in Business, Accounting, Finance or Economics.
• Five years of experience in administration including three years in a supervisory capacity, required.
• Knowledge of financial databases and accounting software systems.
• Experience in accounting, facilities management, customer service, scheduling, purchasing and inventory management, facility management a plus.
• Special assignments and projects as needed.

Skills & Knowledge

• Build a strong organizational culture that aligns with Grand Street Settlement mission and implements all of those values on every level of the organization.
• Excellent analytical and organizational skills
• Sound judgment and high integrity
• Superior interpersonal skills with a reputation as a team player
• A track record as an effective communicator; highly developed skills in writing and speaking;
• Strong ability to communicate GSS’ mission and interests to a broad audience
• Demonstrated ability to manage timelines to meet schedules and deadlines
• Demonstrated ability to work effectively with, and quickly gain the respect and support of, various constituencies, including Board and staff members, donors, foundation and civic leaders; experience recruiting and organizing volunteers
• Enthusiasm, high energy, and an entrepreneurial spirit
• Strong project management skills

HOW TO APPLY:

Submit a resume and thoughtful cover letter outlining how your skills & experience meet the job description. Please include three professional references that we can contact; at least one should be a former supervisor.

Click on the link below or apply online through our career center

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=bfb233f9-2e2d-4a56-b58a-c4bfa4857b9e&ccId=19000101_000001&jobId=470645&lang=en_US

If selected for this position, must obtain NYC Dept. of Health fingerprint clearance and State Central Registry (SCR) clearance (fees may apply); ability to maintain State Central Registry (SCR) clearance and fingerprint clearance throughout the duration of employment.

Equal Opportunity Employer ( EOE)