Position: Director of Administrative Services

Hours/Week: 36

Schedule: Monday -- Friday 9:00 AM -- 5:00 PM

Compensation: $60,000/yr

Reports to: Vice President of Operations

Direct Reports: Business Office Coordinator, Project & Resource Coordinator, & Food Services Coordinator

Posted date: 11/8/2024

Internal Job Code: OPS-ADMIN-D

Organization Overview

Since 1906 YWCA Utah has been a voice for women, a force for change, and a place for hope. Our enduring belief is that better lives for women -- all women -- will lead to stronger families and communities.  YWCA is Utah's most comprehensive provider of family violence services; our programs include walk-in services and a crisis line, emergency shelter, transitional housing, children's programs, and a vast array of supportive services. In addition to our work in the area of family violence, the YWCA also reaches out broadly into the community with offerings for every woman, including a nationally accredited childcare and early education center, leadership opportunities for women at all life stages, and opportunities to participate more fully in civic life.

Mission: YWCA Utah is dedicated to eliminating racism, empowering women,

and promoting peace, justice, freedom, and dignity for all.

YWCA Utah is an equal employment opportunity employer and values a diverse workplace.

Position Summary

The Director of Administrative Services is responsible for collaborating with the VP of Operations to develop and implement strategic plans, assisting in the creation and implementation of policies and procedures, providing supervision and support to designated coordinators, and managing department purchases. Additionally, this role manages software access, oversees the operational portion of staff onboarding, and ensures office spaces are properly prepared for new staff. The Director also manages budgets, establishes quality assurance processes, collaborates with other departments and external partners, and identifies opportunities for continuous improvement within the organization.

Essential Job functions

• Strategic Planning: Collaborate with the VP of Operations to develop and implement strategic plans to address areas for improvement within the organization.
• Policy and Procedures Development: Assist the VP of Operations in the implementation of policies and procedures to ensure compliance and operational efficiency.
• Supervision and Support: Provide supervision and support to the Business Office Coordinator, Food Services Coordinator, and In-Kind Donations & Projects Coordinator to ensure effective performance and achievement of departmental goals.
• Technology Systems Management: Oversee Cross Campus Communications televisions, NEC systems, cell phone assignments, iPad distribution, and software access (e.g., Jamf, Apple Business Manager, Blackbaud, ProCare, ETO) to ensure smooth operation and support for staff.
• Staff Onboarding: Manage the staff onboarding process, including asset tracking & agreements, and verifying A/D and O365 access, to ensure a seamless transition for new employees.
• Budget Management: Manage departmental budgets to ensure financial sustainability and adherence to organizational goals.
• Performance Evaluation: Conduct regular performance evaluations for direct reports to assess performance, provide feedback, and identify areas for development.
• Quality Assurance: Establish and maintain quality assurance processes to ensure that departmental operations meet or exceed organizational standards.
• Collaboration: Collaborate with other departments and external partners to coordinate activities, share information, and achieve common goals.
• Risk Ma nagement: Identify and mitigate risks within the department, including but not limited to compliance risks, and operational risks.

• Continuous Improvement: Continuously evaluate departmental processes and proc dures to identify opportunities for improvement and implement solutions to enhance efficiency and effectiveness.

   

Competencies & Essential Skills:

• Problem Solving/Analytical Thinker: Ability to solve and analyze problems effectively and efficiently.
• Communication/Interpersonal Skills: Ability to provide exceptional customer service to supporters, partners, board members and co-workers. Exceptional communication skills and ability to respond to difficult situations.
• Time Management: Ability to multitask and work efficiently within close time constraints. Ability to work under pressure and in a stressful environment.
• Business Knowledge: Ability to master the components of a multi-disciplinary and multi-programmatic organization and partner organizations. Knowledge and understanding of Anti-racism, gender equity and violence against women.
• Organization: Strong organizational skills and ability to prioritize efficiently and meet deadlines.
• Judgement and Decision Making: Ability to exercise initiative, sound judgement and problem-solving techniques in the decision-making process.
• Technology/Tools: Ability to use various computer systems and applications including proficiency in online and electronic communication strategies.
• Commitment to mission: Demonstrates commitment to YWCA Utah's mission and philosophy. Actively engages in YWCA Utah's anti-racism work.

• Compliance: Adhere to YWCA Utah's policies and is committed to act legally and ethically within the scope of the work.

   

   

Ideal candidates will have the following:

1. Welcoming & inclusive personality
2. General knowledge of direct victim services, violence against women and sexual violence issues; gender and race equity, from a feminist perspective.

3. Understanding of equity, anti-oppression and trauma-informed philosophies.

    

    

Qualifications

• Experience in administrative management.
• Strong organizational skills.
• Excellent communication and interpersonal abilities.
• Proficiency in Microsoft Office Suite and other relevant software.
• Knowledge of procurement policies and procedures.
• Experience with managing technology systems and software.
• Ability to work collaboratively with a diverse team.

• Commitment to the mission and values of the YWCA.

   

Preferred Qualifications

• Bilingual (Spanish and English)
• Experience working in a non-profit organization.

• Knowledge of Blackbaud, ProCare, ETO, and other relevant software systems.

   

Physical/Sensory Demands

Work is generally performed in a safe and comfortable office environment.  While performing the duties of this job, the employee is regularly required to:  sit for long periods of time; use computer to enter data; use telephone to converse with customers and employees; walk and stand for long periods of time; perform repetitive wrist, hand and/or finger movement. Travel to attend conferences, training, outreach and other events occurs routinely. Rarely required to lift up to 30 lbs. 

Equal Opportunity Employer

YWCA Utah is an Equal Opportunity Employer (EOE). If you need assistance or accommodation during the application process due to disability, it is available upon request. No applicant will be penalized as a result of such a request.