Administrative Director

disABILITYsa seeks a highly-experienced, accomplished, and motivated Administrative Director in San Antonio, Texas.

If these words resonate with you, please keep reading this job post:

Introspective | Accountable | Cautious | Deliberate | Methodical | Disciplined | Analytical| Supportive

POSITION OVERVIEW

The Administrative Director is a critical leadership role responsible for overseeing the operational backbone of disABILITYsa's organizational infrastructure. This position will lead administrative operations, oversee financial systems, risk management, compliance, data collection/analysis, and internal processes to ensure the organization runs efficiently, effectively, and in alignment with nonprofit best practices and in response to the needs of a fast-paced, high-impact, mission-driven nonprofit organization.

disABILITYsa is a small, ambitious organization with a culture of high expectations and a deep commitment to service. Ideal candidates bring deep experience in nonprofit operations and financial management, coupled with strong systems thinking and a meticulous, analytical approach. They are introspective and methodical, excelling in environments where structure, accuracy, and adherence to established procedures are valued. Their leadership style is deliberate and supportive, focused on maintaining high standards, coaching others, and fostering a stable, collaborative workplace.

This role is well-suited to individuals who prefer working at a steady pace, prioritize quality over speed, and are comfortable making data-informed decisions within a defined framework. Strong organizational skills, attention to detail, and a commitment to equity and inclusion are essential for success in advancing the mission of disABILITYsa.

KEY RESPONSIBILITIES

Financial & Human Resources Management (30%)

• Oversee financial operations, including organizational-wide budget management, financial reporting, and cash flow management
• Assist the Executive Director in the development and monitoring of organizational budgets
• Ensure compliance with accounting principles and regulations
• Prepare financial statements and reports for the Executive Director and Board of Directors
• Implement and maintain HR policies and procedures in line with legal requirements
• Manage employee onboarding, personnel records, payroll processing, and benefits administration

Operations & Systems Management (30%)

• Coordinate office operations, supply management, and workspace organization
• Oversee facility management and vendor relationships
• Steward organization-wide inventory and asset oversight, ensuring facilities, equipment, and vehicles are well-maintained, tracked, delivered as needed, and properly checked in/out, with clear protocols for use, maintenance, and disposal.
• Manage technology infrastructure, IT systems, and equipment maintenance
• Ensure data privacy, security compliance, and system efficiency across all platforms
• Lead qualitative & quantitative data analysis and reporting processes to track program effectiveness and inform continuous improvement
• Develop and maintain comprehensive data management systems and databases across all organizational functions

Strategic Support, Administration & Board Support (25%)

• Supervise administrative support staff and coordinate internal communications
• Manage contracts, procurement processes, and vendor relationships
• Support grant compliance, reporting requirements, and organizational record-keeping
• Lead process improvement initiatives and special projects as assigned
• Ensure office accessibility standards and provide executive-level administrative support
• Provide comprehensive administrative support for Board of Directors meetings and activities
• Prepare board materials, maintain governance records, and coordinate board communications

Compliance & Risk (15%)

• Ensure organizational compliance with federal, state, and local regulations
• Develop and implement risk management policies and maintain required licenses and certifications
• Conduct compliance audits and oversee insurance coverage and claims processes

SUPPORTING RESPONSIBILITIES

In collaboration with the Executive Director and other team members, the Administrative Director will also provide support in the following areas:

• Grant compliance and reporting requirements
• Fundraising event logistics and administrative support
• Volunteer/Intern administration, onboarding, and database management

QUALIFICATIONS

Required:

• Bachelor's degree in Business Administration, Nonprofit Management, Finance, or related field
• 5-7 years of progressively responsible experience in nonprofit operations and administration, with proven ability to lead independently
• Demonstrated success managing complex financial systems, compliance protocols, and organizational infrastructure with minimal direction
• Expert-level understanding of nonprofit governance, HR practices, risk management, and legal/regulatory compliance
• Excellent project management, budgeting, and analytical skills, with the ability to prioritize and execute efficiently in a fast-paced, mission-driven environment
• Proven experience with financial management software, database systems, and Microsoft Office Suite
• Highly organized, detail-oriented, and self-directed, with a track record of delivering consistent, high-quality results
• Excellent interpersonal and communication skills, with the ability to build trust and collaborate across diverse teams and stakeholder groups
• Experience overseeing technology infrastructure, facilities management, and operational systems in a nonprofit setting
• Physically able to assist with event setup and office organization, including lifting up to 40 lbs and standing for extended periods, and occasionally working outdoors in various weather conditions
• Must thrive in a self-managed role and be fully accountable for delivering outcomes without daily oversight
• Flexibility to work evenings and weekends during peak periods, special events, and equipment delivery while working over 40 hours/week
• Background check required, including Texas DPS, FBI, Central Registry, credit, MVR, and drug screening
• Must possess a valid driver’s license and maintain a driving record that meets organizational insurance requirements
• Service-oriented and collaborative in nature, with a strong commitment to equity, inclusion, and disABILITYsa’s mission

Preferred:

• Experience with grant management and compliance reporting
• Knowledge of disability services and community development principles
• Background in risk management and insurance administration
• Experience supervising administrative staff and managing vendors
• Familiarity with nonprofit fundraising and donor database management
• Familiarity and experience with driving/maintaining large vehicles and towing skills

WORK ENVIRONMENT

• This is an in-person role based in San Antonio
• Team culture is mission-driven, high-performing, fast-paced, and collaborative—where adaptability, creative problem-solving, and shared accountability are key to meeting ambitious goals with limited resources
• Support is available for professional development and training

This is a full-time, exempt position with an annual salary range of $60,000 - $70,000. disABILITYsa offers a supportive, mission-driven work environment with comprehensive benefits including flexible schedule, paid time off (PTO) for vacation and sick leave, 8 paid holidays annually, 3% match to retirement plan, health insurance group plan options with 50% of premiums covered, professional development opportunities, and a phone stipend. This role requires an in-person presence and includes occasional evenings and weekends for events, it offers the opportunity to contribute meaningfully to a high-impact, community-centered organization.

This is an in-person role based in San Antonio. Team culture is mission-driven, high-performing, fast-paced, and collaborative—where adaptability, creative problem-solving, and shared accountability are key to meeting ambitious goals with limited resources. Support is available for professional development and training.

English – Fluent (Required):

Must possess excellent verbal and written communication skills in English, including the ability to craft compelling narratives, manage professional correspondence, and engage diverse audiences through print and digital media.

Spanish – Conversational to Fluent (Preferred):

An appreciation for the linguistic diversity of the San Antonio community is essential. The ability to communicate effectively with Spanish-speaking stakeholders is valued and supports outreach and inclusivity.

American Sign Language (ASL) – Basic Proficiency or Willingness to Learn (Preferred):

Familiarity with ASL is an asset, particularly when engaging with Deaf or hard-of-hearing community members. Willingness to learn basic ASL or to collaborate with interpreters demonstrates a commitment to accessibility and inclusion.