Director of Administrative Operations

The Director of Administrative Operations is responsible for the financial and administrative infrastructure that enables PPMNY to operate effectively, responsibly, and sustainably. Finance is at the center of this role, which also encompasses human resources, compliance and risk management, contracts, insurance, and organizational systems. The Director is expected to maintain strong oversight of these functions while working effectively with administrative staff and outside specialists.

A note about location: While this is a remote/work-from-home position, candidates must be local to New York City or surrounding counties and able to travel to meetings and events in the metro area occasionally. Candidates who apply outside of our region will not be considered.

PPMNY seeks an experienced nonprofit professional with strong financial management skills and the judgment, organization, and initiative to oversee multiple critical functions of a growing organization. The ideal candidate combines hands-on knowledge of nonprofit financial operations with experience in human resources and nonprofit administration. The Director is comfortable both managing established systems and identifying opportunities to strengthen processes, controls, and infrastructure as PPMNY grows.

PPMNY maintains a core team comprised of nine employees, two contractors leading key program areas, and five volunteers active in day-to-day affairs.

This is a part-time, exempt position expected to work 32 hours per week, with the majority of hours to be completed during traditional business hours. As a member of PPMNY's executive leadership team, the Director will participate in organization-wide planning, meetings, and trainings and will develop a working understanding of PPMNY's programs and priorities in order to anticipate administrative needs.

The Director of Administrative Operations reports to PPMNY's Network Director and will supervise the Operations & Systems Associate, who is focused on technology, and the new position of Administrative Coordinator, who will be responsible for day-to-day back-office needs including printing, ordering, filing, reception, equipment and inventory management, and other administrative functions.

Start Date: This role is available to start as early as December 1, 2026, though later start dates will be considered. Candidates will be interviewed on a rolling basis until filled.

Position Responsibilities

Financial Management

• Manage PPMNY's day-to-day financial operations, ensuring accurate, timely, and well-organized financial records.
• Oversee bookkeeping functions performed by an outside bookkeeper, including accounts payable and receivable, bank and credit card reconciliations, expense classification, and maintenance of the general ledger.
• Prepare and review regular financial reports for senior leadership and the board-level Finance Committee, including budget-to-actual reporting, cash-flow projections, and other analyses needed for sound organizational decision-making.
• Contribute to the annual budgeting process in partnership with the Network Director and Associate Director, and maintain forecasting tools throughout the year.
• Work with the Finance Committee to uphold strong internal controls, appropriate cash management and credit practices, and other financial policies.
• Develop systems for tracking restricted and grant-funded revenue and expenses, and support the Network Director and program staff with grant budgeting, financial monitoring, and financial reporting.
• Coordinate with PPMNY’s accountant on tax filings and other accounting matters, leading organizational preparation for annual financial reviews or audits, as required.
• Maintain appropriate financial policies, approval processes, and documentation, and recommend improvements as PPMNY’s budget and operations grow.

Human Resources

• Oversee PPMNY's human resources systems and processes for employees and contractors, maintaining accurate and confidential personnel records in BambooHR and other relevant systems.
• Administer payroll (currently through Paychex) and employee benefits, ensuring accurate and timely processing and resolution of issues.
• Manage administrative aspects of the employee lifecycle, including hiring, on-boarding, compensation and benefits administration, performance-management processes, employee relations, leave administration, and off-boarding.
• Maintain an annual HR and performance-management calendar, and work with supervisors to ensure that reviews, goal-setting, documentation, and other required processes are completed consistently and on schedule.
• Maintain and periodically update employee policies, handbooks, contractor expectations, and related documentation in consultation with leadership and legal counsel.
• Stay informed about employment requirements and emerging HR practices relevant to PPMNY, and bring needed changes or potential concerns proactively to leadership.
• Support supervisors and senior leadership in addressing employee-relations and performance matters, engaging legal counsel when appropriate.

Compliance and Contracts

• Maintain a year-round compliance calendar and ensure that required nonprofit, corporate, employment, insurance, and other organizational filings and renewals are completed accurately and on time, in collaboration with legal counsel and other advisors as appropriate.
• Serve as PPMNY’s internal point person for operational compliance, identifying emerging requirements or risks and ensuring that they receive timely attention.
• Manage organizational contracts and agreements, maintaining an effective system for execution, renewal, documentation, invoicing, and payment.
• Review PPMNY’s insurance coverage at regular intervals, and work with insurance brokers and leadership to ensure that policies are renewed on time and remain appropriate as the organization evolves.
• Maintain complete, organized, secure, and accessible records relating to finances, personnel, contractors, insurance, contracts, compliance, and organizational governance.

Administrative Systems & Leadership

• Develop and improve administrative systems, policies, and workflows that enable PPMNY to operate efficiently.
• Identify operational risks, capacity needs, and process gaps and proactively bring forward practical recommendations.
• Partner with organizational leadership and external IT advisors to ensure that financial, HR, compliance, and administrative systems are secure, well-designed, appropriately integrated, and responsive to organizational needs. Serve as the primary business owner for technology systems related to the Director’s areas of responsibility.
• Supervise and support the Administrative Coordinator and Operations & Systems Associate, establishing clear priorities, systems, and expectations and ensuring that PPMNY's day-to-day administrative and IT needs are handled in an organized, timely, and professional manner.
• Evaluate and recommend vendors and service providers, and manage ongoing vendor relationships within established authority and budget parameters.
• Support fundraising and grant-management efforts by maintaining and promptly providing financial, compliance, insurance, and organizational documentation.
• Participate in organization-wide planning, and maintain sufficient familiarity with PPMNY's programs and activities, to anticipate financial, staffing, contractual, insurance, and operational needs.
• Attend designated evening meetings (monthly) and periodic in-person gatherings with PPMNY’s staff (monthly) and volunteer network (semi-annually).
• Represent PPMNY professionally and warmly in interactions with all parties, internal and external to the organization.

Required Qualifications

• At least 5 years of progressively responsible experience in nonprofit finance, administration, operations, or a closely related area, including substantial responsibility for financial management.
• Strong working knowledge of nonprofit accounting and financial practices, including bookkeeping, reconciliations, financial statements, budgeting, cash-flow management, internal controls, and annual financial review or audit processes.
• Demonstrated ability to understand financial information, identify discrepancies or concerns, and communicate financial information clearly to colleagues who are not finance professionals.
• Experience with core human-resources functions, including payroll and benefits administration, employee records, performance management, and employment policies and compliance.
• Strong organizational and project-management skills, with demonstrated ability to maintain multiple recurring processes and deadlines with minimal supervision.
• Proficiency with standard financial, HR, and office technology, and the ability to learn new systems readily.
• Demonstrated ability to create and improve systems and workflows, identify potential problems before they become urgent, and follow responsibilities through to completion.
• High level of accuracy, attention to detail, discretion, and sound judgment, particularly in handling financial and personnel information.
• Strong written and verbal communication skills and the ability to work effectively with staff, board and committee members, professional advisors, contractors, vendors, and external partners.
• Comfort working in a growing organization where responsibilities may evolve and where both strategic thinking and hands-on problem-solving are essential.

Preferred Qualifications

• Experience managing finances for a nonprofit organization with an annual budget of at least $1 million.
• Experience with restricted grants and grant-related financial tracking and reporting.
• Experience preparing an organization for an independent financial review or audit.
• Experience working with nonprofit boards or committees.
• Experience supervising staff and managing outside vendors or consultants.
• Familiarity with BambooHR, Paychex, and Quickbooks.
• Knowledge of New York nonprofit and employment compliance requirements.
• Experience helping a small or growing nonprofit strengthen its financial controls, HR practices, and administrative infrastructure.

Additional benefits include:

• Healthcare reimbursement is available after 90 days of employment, ranging from $487.50 to $900, depending on employee/household status.
• A virtual home office technology stipend of $500. New employees hired in the first half of the fiscal year (July - December) receive their first stipend after three months of employment in good standing. Generally, stipends are paid to all eligible employees at the start of the fiscal year in July.
• 15 days paid time off (PTO) each fiscal year, available at the date of hire, taken no more than 2 weeks at a time, and used within the fiscal year (July to June). Any unused PTO does not roll over and will not be paid out.
• 40 hours of paid sick time are available on the date of hire.
• Paid holidays: 11 to 12 Federal holidays (including Inauguration Day every 4 years) and an additional 5 floating holidays that can be used for holiday/religious observance (16-17 paid holidays in total). PPMNY is also closed the week between Christmas Eve and New Year's Day.
• Option to enroll in PPMNY 401(k) retirement plan with annual matching after three months of employment.
• Reimbursement of travel expenses (i.e., public transit) related to business conducted on behalf of PPMNY.
• The ability to work from home.

Candidates must be fluent in English.