Director of Administration

Position SummaryThe Director of Administration is a pivotal leadership role within the Administration Program of the Office of the City Commissioners. This position reports to the Board of City Commissioners and is under the day-to-day supervision of the Chairwoman’s Office. The Director of Administration is responsible for overseeing various administrative functions, including Human Resources, Budget Management, Procurement, Financial Reconciliation, and Policy Compliance.Strategic Leadership:Provide visionary leadership to the Human Resources and Budget Offices, aligning initiatives and projects with the City Commissioners' directives and goals. Develop and execute strategic plans, setting clear goals, timelines, benchmarks, and resource allocation to adapt to changing conditions.Policy Development:Evaluate existing policies and identify the need for changes or enhancements to support planned and ongoing initiatives. Propose, develop, and implement new policies as necessary, ensuring alignment with organizational objectives and regulatory requirements.Financial Management:Manage the annual budgeting process, working closely with the Budget Director to allocate resources effectively and ensure fiscal responsibility. Review and maintain cash reconciliations, ensuring accurate financial reporting and compliance with accounting standards.Procurement and Contract Management:Oversee procurement activities, including vendor selection, contract negotiations, and compliance with procurement regulations. Manage the Request for Proposal (RFP) process for various projects, ensuring transparency and fairness in vendor selection.Human Resources Management:Lead the HR Director in maintaining accurate job descriptions, ensuring alignment with organizational needs and regulatory standards. Oversee HR processes, including recruitment, onboarding, employee development, performance management, and compliance with labor laws.Team Management:Manage and provide guidance to the HR Director and Budget Director, fostering a culture of collaboration, accountability, and continuous improvement. Encourage professional development, mentorship, and growth opportunities for team members.Stakeholder Collaboration:Foster collaboration among diverse stakeholders, internally and externally, to drive effective decision-making and consensus building. Communicate key messages across the organization and seek feedback from all levels to ensure transparency and alignment.Competencies, Knowledge, Skills, and Abilities Display adeptness in team leadership and management, encompassing the creation of harmonious team structures and effective mechanisms, while ensuring successful execution throughout administrative initiatives.Leadership Skills: Proven ability to lead, inspire, and guide teams toward achieving goals. Prior leadership experience is preferred.Financial Acumen: Strong understanding of budgeting, financial reporting, and cash reconciliations.Procurement Expertise: Familiarity with procurement processes, contract management, and vendor relationship management.HR Knowledge: Sound knowledge of HR principles, including job descriptions, recruitment, performance management, and labor regulations.Data-Driven Decision Making: Ability to analyze data, make informed decisions, and develop effective solutions.Communication: Excellent written and verbal communication skills, capable of conveying complex information to diverse audiences.Collaboration: Skilled at building consensus and collaboration among various stakeholders.Innovation: Creative thinker with a track record of developing strategies to address challenges and promote innovation.Performance Management: Experienced in or knowledgeable about developing a culture of accountability and excellence, driving teams to exceed goals.Knowledge, Skills, and AbilitiesThorough understanding of policy development and implementation to support organizational objectives.Awareness of local regulations, laws, and compliance standards relevant to administrative functions.Analytical skills to interpret data, assess situations, and develop effective solutions.Skilled in strategic planning, goal-setting, and execution of administrative initiatives.Organizational and time management skills to prioritize tasks and meet deadlines.Proficiency in using technology, software, and tools relevant to administrative tasks.Skill in creating a positive and productive work environment that encourages collaboration and innovation.Ability to mentor, coach, and develop team members for continuous growth.Aptitude for analyzing complex situations and identifying opportunities for improvement.