Director of Administration-Vermont… at Gallagher,… · Waterbury

Job Title: Director of Administration

Reports to: Co-Executive Director

Type: Full-Time (40 hours/week), Exempt

Website: https://vtnetwork.org/

Location: Waterbury, VT

Work-model: Hybrid, mix of on-site and work from home

Compensation: $60,000-$80,000

About Our Organization

The Vermont Network Against Domestic and Sexual Violence is Vermont's leading voice working to end domestic and sexual violence. Founded in 1986, we are a statewide nonprofit membership organization that supports and coordinates a coalition of independent community-based programs serving survivors across Vermont. Together with our member organizations, we work to ensure that survivors have access to compassionate advocacy, safety, and resources in every corner of the state.

Position Overview The Director of Administration is responsible for maintaining and enhancing organization’s administrative systems to support its mission and operational effectiveness. This role reports to the Co-Executive Director and provides comprehensive administrative support to the Co-Executive Directors and Board of Directors, oversees vendor contact management processes, handles office facilities management, develops and maintains systems to address organizations’ technology needs.

Key Responsibilities

1. Executive Support to Board of Directors

• Provide and administer effective system for scheduling meetings, distributing agendas in accordance with the policy requirements for the Co-Executive Directors and Board Executive Committee.
• Assemble and distribute Board packets and materials.
• Attend all board meetings and take minutes. Attend Executive Committee meetings at the request of the Co-Executive Directors and take minutes.
• Maintain all board files in a shared file with appropriate permissions based on user.

2. Information Technology

• In partnership with Co-Executive Director, establish an annual technology plan to address short and long-term technology needs of the organization.
• Function as the primary contact for managed information technology services and manage internal technology projects.
• Serve as primary administrator for Microsoft office suite.
• Maintain technology systems in office including projectors, printers, phone system, and other tools utilized by all staff.
• Create and maintain a system to monitor and replace computers and other technologies.
• Administer changes to technology systems and ensure that staff have access to training to build capacity and minimize risk.

3. Development and Fundraising Support

• Maintain and implement gift acceptance and acknowledgement policy.
• Serve as primary administrator of donor database and manage confidential information with discretion.
• Maintain database of donors and donations and provide periodic reporting at the request of the Executive Director.

4. Contract Management

• Oversee all aspects of vendor contract management to ensure compliance and clear audit records and ensure timely renewals.
• Develop and maintain vendor, stipend and other contract templates as needed to ensure grant & legal compliance.
• Collaborate with appropriate staff members across the organization to proactively manage contracts, amendments and renewals.
• Send W9 forms to vendors.
• Generate purchase orders to track contracts in NetSuite.

5. Office and Facilities Management

• Develop and maintain a system for managing all aspects of office facilities including inventories of all office equipment and supplies.
• Monitor and address space and facility needs, including serving as primary point of contact with landlord and property manager.

6. Administrative Support for Hiring Processes and New Employees

• Collaborate with hiring teams to post all hiring notices.
• Serve as primary point of contact for employment candidates for the purposes of applications, interviews and correspondence.
• Support new employees to enroll in benefits, complete required tax documentation, set up office space and access technology.

7. General Administration

• In partnership with Co-Executive Director, conduct annual administrative needs assessment with staff.
• Maintain internal email distributions lists (email, google groups).
• Maintain directory of Member Organizations.
• File lobbying reports with Secretary of State’s Office to maintain compliance.
• Attend to all mailing needs (pick up and outbound mail) of the organization including post office box.

Benefits & Perks

• Comprehensive Health Insurance
• Life & Disability Insurance
• Flexible Spending Accounts: $500 annual employer contribution for eligible health expenses
• 401(k) access after three months, with quarterly employer contributions
• 4 weeks of vacation annually
• 96 hours of sick leave per year, with generous carryover
• 11 floating paid holidays to honor the days that matter most to you
• Paid leave for family and medical needs, jury duty, bereavement, and military service
• Longevity Leave: one month of paid leave after five years of service
• Up to $100/month cell phone reimbursement
• Mileage and travel reimbursement for work-related expenses

The Vermont Network strives to build a diverse and inclusive community. We believe that in order to support our Member Programs in their efforts to meet the needs of survivors and change the ways in which their communities think about and address domestic and sexual violence, we as an organization must honor the cultures, beliefs, and values of those we serve, and to foster and environment of mutual respect, acceptance and equal opportunity.

We are committed to building and maintaining a multi-cultural and diverse work environment which reflects diversity that exists among the people of Vermont. The Vermont Network Against Domestic and Sexual Violence does not discriminate on the basis of race, gender, sexual orientation, religion, age, ability, or national origin.

Gallagher, Flynn, & Company, LLP has been retained to conduct this search. Interested candidates may apply by sending a resume and cover letter. While we appreciate all interest in this exciting opportunity, only candidates most closely aligned with our search will be contacted.