Aug 22, 2019
The Associate Director of Administration, is responsible for all administrative duties for the Chief Executive Officer and the Deputy Chief Executive Officer, in addition to significant interfacing with other members of the Executive Team, the PATH Board of Directors, staff and agency leadership across all PATH agencies. This position makes administrative decisions, handles correspondence, maintains files, makes appointments and serves as a liaison with the public as required. The Associate Director of Administration will handle details of a confidential and critical nature. They will be expected to conduct themselves with the highest degree of dignity, professionalism, and interpersonal effectiveness while exercising sound judgment. This position will have project administration responsibilities and will provide direct supervision to the administrative support team. Responsibilities: The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons. Reasonable accommodations may be made to enable individuals with disabilities to perform essential job functions. Executive Office:
Maintain confidentiality of matters concerning the Executive Office and the Board of Directors. Support pursuits and accomplishments of strategic executive objectives, goals, measurements and outcomes.
Independently provides complex administrative support and project coordination for senior executive(s), and as needed, other senior management members to include the following: Manages inquiries (phones, email, in person) and directs to appropriate parties based on functional/operational knowledge; independently responds to routine and complex inquiries.
Manages multiple calendars to include arranging more complex special events requiring solid understanding of broad organization requirements and coordination.
Independently composes complex and detailed correspondence for senior executive(s) using in-depth PATH knowledge, business acumen/functional knowledge; independently researches and updates department documents. Utilize intermediate to advanced Word, Excel, PowerPoint, and/or other software applications as needed.
Independently designs and creates reports and participates in special cross-functional projects that require complex project coordination and independent judgment, in response to business needs.
Manages executive travel and business expense budgets, as well as billing and payment authorization for planned & unplanned expenses and special events. Anticipates and proactively resolves potential expense related concerns or required clarification. May assist the executive and/or Finance team with the development of streamlined expense reconciliation procedures.
Interacts with PATH executives, board members and employees across multiple regions, as well as external representatives, serving as a liaison for the department/function to discuss and resolve complex administrative matters, business processes, and project activities to facilitate department goal attainment.
Coordinates administrative support workflow across PATH departments; designs and implements new processes as needed.
Assist in research, preparation, and written documentation for special projects, presentations and meetings as assigned.
Board of Directors Support:
Provide support for Board of Directors and related board sub-committees. Provide governance and administrative support.
Assist with all pre-meeting arrangements, create meeting agendas and board materials, logistics, catering, PowerPoints, Audio/Visual Tech support, mobile ZOOM conference calls etc. Attend meetings as required and produce related meeting minutes.
Coordinate with Executive Team, Development Directors, Board Officer’s and Board Committee Chairs for calendaring of all Board of Directors Meetings, Board Committees, and Advisory Board meetings in all PATH California regions.
Serve as primary contact to the Board of Directors with regard to meeting logistics, Board materials, reports, special projects, files, archives, etc.
Maintains Board of Directors annual Master Calendar, Board photo’s Images, Board Bio’s, Board Org Chart, Board Rosters, Board Contact List, Board Officers Roster etc.
Maintain filing and records system of board related documentation and archives for easy retrieval.
Administrative Office Management:
Oversee all aspects of the executive office and the support staff assigned to the administration department. Coordinate and delegate tasks to Administrative Associates. Create and maintain effective and efficient systems used by administrative support staff. Provide ongoing direction and support when needed.
Recruit, hire, supervise, train, direct, evaluate, reward, discipline and terminate administrative department staff in accordance with organizational policy and applicable laws and regulations.
Ensures the organization and its policies and procedures comply with all standards as dictated by federal, state and local government requirements for non-profit corporations, employers and service providers.
Maintain current filings with the state in regards to organizational information, official documents such as the bylaws and board rosters.
Collaborate with other administrative departments including, Human Resources, Operations, Development/Communications and Finance in order to enhance organizational systems, policies and initiatives.
Assists with the development of verbal and written reports and presentations; and prepares summaries of reports, memoranda, and documents for executive staff review.
Collects data and completes research projects; analyzes issues and concerns and recommends innovative solutions.
Initiates follow-up procedures to ensure that projects and other tasks are completed and/or deadlines met, including coordinating activities with others, and developing systems for tracking information, projects, and pending issues.
Knowledge & Skills:
Excellent interpersonal skills, collegial and collaborative approach
Identifies solutions to be responsive to stakeholder needs;
Considers impact when executing daily tasks
Mission-driven and self-directed, with a demonstrated passion for PATH’s work; strives to model organizational values through daily actions and behaviors
Collaborates with peers to drive results in alignment with organizational and operational goals in support of the organization’s mission; is able to work in cross-functional teams; is able to establish and maintain effective working relationships with co-workers, public officials and the general public
Communicates effectively both written and oral; demonstrates active listening and comprehension; selects and uses appropriate communication methods to keep others appropriately informed; able to tailor messages appropriately to various audiences
Diplomacy skills to deal effectively and professionally with issues that arise with outside vendors and with internal stakeholders; demonstrated ability to pay close attention to details with excellent accuracy and completeness; ability to maintain the confidential nature of all employees and company proprietary and privileged information used or observed in the course of performing job duties
Competent in required job skills and knowledge; ability to learn and apply new skills; ability to learn how to operate new systems quickly; demonstrated ability to set priorities, establish clear expectations and execute identified projects; keeps abreast of current developments; requires minimal supervision; displays understanding of how job relates to others; knows how to use technology tools to effectively manage and expedite processes; uses resources effectively
Works in an organized manner with strong attention to detail; prioritizes and plans work activities; ability to effectively manage overlapping projects and deadlines; ability to work under pressure, meet deadlines and adjust to changing priorities; uses time efficiently; plans for additional resources; integrates changes smoothly; sets goals and objectives; ability to manage high performance projects
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), Web-based Conference Applications, Expense Applications, etc.
Ability to use widely supported internet browsers
Familiarity with databases and data mining/analysis
Current Notary or willingness to become a Notary
Bachelor’s level or equivalent, three to five years related experience, or equivalent combination of education and experience
Employment eligibility verification
Successful completion of background screening & drug test
Ability to work flexible hours which may occasionally include evenings or weekends
Driving is an essential function of this position
Must have Valid CA Driver's License
Must provide proof of insurance coverage
Must be able to qualify for PATH insurance coverage
Work Environment The employee may be in contact with individuals and families in crisis who may be ill, using alcohol and drugs, and who may not be attentive to basic personal hygiene, health and safety practices. The employee may experience a number of unpleasant sensory demands associated with the client’s use of alcohol and drugs, and lack of personal hygiene. The employee must be ready to respond quickly and effectively to many types of situations, including crisis situations and potentially hostile situations. The noise level in the work environment is usually moderate in an office setting. Sometimes work may become stressful when working under pressure. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to stand, sit, walk, stoop, talk, hear, reach above and below shoulders; use hand and finger dexterity, keyboarding and making and receiving telephone calls. The employee may be required on occasion to lift and or carry up to 20 lbs. EEO PATH (People Assisting The Homeless) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, PATH complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.
PATH - People Assisting The Homeless
Los Angeles, CA, USA
Administration / Clerical