Director of Administration

Description

Position Summary

The Director of Administration provides leadership and oversight for the organization’s Human Resources, payroll, and administrative functions. Reporting to the Chief Executive Officer (CEO), this position is responsible for ensuring these functions operate effectively, efficiently, and in alignment with organizational priorities.

The Director of Administration directly manages the HR Manager, the Manager of Administration & Compliance, and the Community Events & Venue Manager. The Director has dotted line oversight of the payroll activities performed by the Accounts Payable and Payroll Specialist. The role provides leadership, establishes priorities and accountability, removes operational barriers, and ensures appropriate coordination across HR, payroll, welcome center, venue management, compliance and administration.

Key Responsibilities

Operational Leadership

1. Provide leadership and oversight for HR, payroll, compliance and administrative operations. 
2. Partner with the Community Events and Venue Manager to provide oversight, strategic guidance, and cross-functional coordination as needed to ensure effective operations, successful event execution, and alignment with organizational priorities.
3. Provide operational oversight of payroll administration and related processes, partnering with the Director of Accounting and Accounts Payable and Payroll Specialist to ensure accurate and timely payroll processing, effective internal controls, regulatory compliance, and continuous process improvement.
4. Establish appropriate goals, service expectations, and measures of effectiveness for assigned functions. Translate organizational priorities into clear operational plans, responsibilities, and timelines.
5. Establish clear standard operating procedures, responsibilities, and service expectations, ensuring operations effectively support employees, leadership, and organizational activities.
6. Identify operational gaps, inefficiencies, and risks. Lead process improvement initiatives to improve efficiency, consistency, accountability, and service as well as streamline workflows, reduce duplication, and improve service delivery.
7. Oversee applicable administrative vendors, contracts, and service providers.
8. Ensure appropriate records management and document retention practices are being followed.
9. Lead or coordinate cross-functional operational projects and organizational initiatives.
10. Develop operational metrics and reporting to provide leadership visibility into performance, workload, trends, risks, and opportunities.
11. Support technology and system improvements affecting HR, payroll, and administrative operations.
12. Support effective management of change by ensuring changes are appropriately evaluated, approved, communicated, implemented, and monitored.
13. Provide the CEO with regular updates regarding significant operational priorities, risks, issues, and resource needs.

Human Resources Oversight

1. Partner with the Fractional HR Leader to establish annual HR priorities aligned with organizational objectives.
2. Ensure appropriate HR infrastructure, policies, procedures, systems, and practices are in place.
3. Support the HR Manager in addressing significant or complex employee, organizational, or management issues when escalation is appropriate.
4. Ensure HR initiatives such as recruiting, onboarding, performance management, employee engagement, training, benefits, compliance, and employee relations are effectively managed.
5. Facilitate coordination between HR and other organizational functions.
6. Ensure significant employment risks or sensitive matters are appropriately elevated to the CEO and, when necessary, external HR or legal resources.
7. Support the HR Manager in developing HR capabilities, metrics, and service expectations.

 Payroll Oversight

1. Provide support to the Accounts Payable and Payroll Specialist for payroll administration and related processes to ensure accurate and timely payroll processing in accordance with established procedures and controls.
2. Establish clear payroll processes, responsibilities, review procedures, and documentation.
3. Ensure appropriate coordination among Payroll, HR, and Finance regarding new hires, terminations, compensation changes, benefits deductions, leaves, and other employee transactions.
4. Monitor payroll issues, corrections, reconciliations, and recurring problems to ensure timely resolution.
5. Ensure appropriate payroll records and documentation are maintained.
6. Coordinate with payroll vendors and external resources as needed.
7. Identify opportunities to improve payroll processes, controls, technology, and efficiency.

Welcome Center and Venue Management Oversight

1. Provide leadership-level oversight and strategic guidance for Welcome Center operations, venue management, and community events, ensuring alignment with The Council’s mission and organizational priorities.
2. Provide guidance on operational priorities, service standards, resource allocation, and continuous improvement initiatives to support effective and efficient operations.
3. Monitor operational performance, venue utilization, financial results, and service quality, collaborating with the Manager to identify opportunities for improvement and revenue optimization.
4. Support the development and oversight of operating budgets, policies, procedures, and internal controls related to Welcome Center and venue activities.
5. Facilitate cross-functional coordination and collaboration among departments to ensure organizational resources and priorities are aligned with planned events and venue activities.
6. Serve as a leadership-level resource for escalated operational matters, significant customer concerns, and issues requiring executive guidance or organizational decision-making.
7. Support Community Events and Venue Manager in identifying strategic opportunities to strengthen community engagement, enhance the visitor experience, and maximize facility utilization.

Administration & Compliance 

1. Ensure administrative functions and compliance initiatives align with The Council’s organizational objectives, operational priorities, and regulatory obligations.
2. Ensure compliance with applicable federal, state, and local regulations, licensing requirements, accreditation standards, and organizational policies, including relevant HHSC and CARF standards.
3. Provide leadership oversight of compliance monitoring, internal assessments, audit readiness, corrective action plans, and related reporting to ensure identified risks and deficiencies are appropriately addressed.
4. Review key operational and compliance performance indicators, identify emerging risks or process gaps, and support the implementation of continuous improvement initiatives.
5. Provide leadership oversight of administration responsibilities beyond compliance including office supplies, community service program, tenant management and general safety and security matters.
6. Facilitate cross-functional collaboration among departments to strengthen administrative processes, promote accountability, and ensure consistent application of organizational standards.
7. Serve as the leadership escalation point for significant administrative or compliance matters requiring executive attention, resource allocation, or organizational decision-making.

People Leadership

1. Provide clear direction, priorities, coaching, and performance expectations to the HR Manager, Manager of Administration & Compliance, and the Community Events & Venue Manager, while empowering each to oversee day-to-day execution.
2. Support individuals’ professional development and leadership effectiveness to strengthen departmental capabilities and operational continuity.
3. Conduct regular one-on-one meetings and provide ongoing feedback and development.
4. Hold direct reports accountable for results while providing appropriate autonomy within their functional areas.
5. Encourage collaboration between HR, payroll, and administration functions.
6. Build capability within the team and identify opportunities for professional development.
7. Foster a culture of responsiveness, accountability, collaboration, professionalism, and continuous improvement.

Requirements

1. Bachelor’s degree in business administration, Operations, Management, Human Resources, Finance, or a related field preferred.
2. 7–10+ years of progressively responsible experience in operations, administration, HR, finance support, or related business functions.
3. Demonstrated experience leading professional and administrative employees.
4. Experience overseeing multiple functional areas and coordinating cross-functional activities.
5. Working knowledge of HR, payroll, and general business administration.
6. Demonstrated success improving processes, establishing procedures, and strengthening operational accountability.
7. Strong business judgment and ability to appropriately escalate risk.
8. Ability to work effectively with executives, managers, employees, vendors, and external advisors.
9. Demonstrated discretion in handling sensitive employee, payroll, financial, and organizational information.