Administrative Director

The Gabriella Foundation is recruiting an Administrative Director!

The Gabriella Foundation (TGF) transforms lives and communities through the power of dance, by providing high-quality dance instruction to thousands of youth ages 4 to 19 in the underserved Los Angeles neighborhoods of MacArthur Park, South Los Angeles and Watts. TGF's award-winning Everybody Dance! after-school program focuses on the technical mastery of dance in a studio setting, while the in-school program uses dance as a tool for learning to support academic excellence. In both models, professional dance instructors inspire students to achieve their very best by imparting life skills and instilling confidence, creativity, and commitment. And it’s working: Over 90% of after-school students say they have higher self-esteem, improved physical fitness, and a greater sense of being supported by family and the community because of Everybody Dance! In addition, 100% of seniors in the after-school program graduate from high school to pursue college and career opportunities, many the first in their families to do so.

The Administrative Director will provide professional leadership to help TGF achieve its mission, vision and goals. This position oversees finances, human resources, and operations and supports the Board in its work to advance the organization. The Administrative Director reports directly to the Board of Directors and works in close partnership with the Program & Artistic Director in leading the organization and managing the headquarter offices team. Responsibilities are as follows:

FINANCE (30%): Provide leadership of the fiscal and financial functions. Duties/tasks include, but are not limited to:

1. Develop, monitor and manage organizational budget. 
2. Serve as staff liaison with Finance Committee of the Board.
3. Serve as main contact for bookkeeper/accountant. 
4. Supervise preparation of fiscal reports and materials. 
5. Coordinate and participate in annual audit and 990 processes. 
6. Oversee restricted grant fund tracking and allocation of non-salary expenses in Quickbooks.
7. Create payroll GL coding reports.
8. Oversee the payroll process through Paycom and submit bi-weekly payroll transactions.
9. Oversee accounts payable and accounts receivable functions.

HUMAN RESOURCES (15%): Ensure effective human resources management systems and workforce development. Duties/tasks include, but are not limited to: 

1. Establish a positive organizational environment that motivates high employee performance.
2. Serve as human resource officer and key contact for staff regarding staff development, training, orientation, and other personnel matters. 
3. Monitor and ensure compliance with applicable laws and regulations relating to human resource management.
4. Maintain organizational personnel policies for Board approval that support and promote a positive work environment and morale.
5. Facilitate recruitment, screening, hiring process. 
6. Oversee orientation and on-boarding process to new employees, volunteers and interns. 
7. Develop/maintain discipline and termination procedures and training for key managers. 
8. Negotiate employee benefits with providers and vendors. 
9. Develop professional training and development programs that meet organizational needs.
10. Maintain and improve systems for human resources record-keeping.
11. Supervise and conduct performance development conversations for assigned management and support staff.

OPERATIONS (40%): Provide leadership, oversight and management of administrative systems and infrastructure to support management, program and fundraising/marketing functions. Support External Relations Officer in fundraising administration (dotted line coordination). Duties/tasks include, but are not limited to: 

1. Develop, maintain and improve administrative policies and procedures for effective and smooth operations.
2. Monitor and maintain facilities, equipment and supplies.
3. Negotiate and maintain facility leases.
4. Oversee and manage organizational risk and insurance requirements.
5. Create and maintain systems for legal, regulatory and funder compliance.
6. Oversee and manage contracts, proposals and agreements relating to administrative, operations, program, fundraising/marketing and human resource matters.
7. Oversee, upgrade and maintain information technology systems.
8. Research/compile information, and prepare reports as required.

BOARD RELATIONS (15%): Support the Board of Directors to fulfill its governance and fiduciary responsibilities. Duties/tasks include, but are not limited to:

1. Provide support to structure effective Board meetings.
2. Support Board Committees to accomplish their work.
3. Support effective Board communications, including preparation of Board meeting packets, managing timely notices and communications, and leading new Board member orientations.
4. Provide logistical support for Board of Directors and Board committees meetings.
5. Take and transcribe minutes for the Board of Directors and other meetings as assigned.
6. Maintain files and record-keeping for the Board of Directors, including Board minutes, resolutions, bylaws and other key governance documents.

SKILLS, KNOWLEDGE & ABILITIES

1. Demonstrated leadership within a nonprofit or private organization.
2. At least five years in a senior management position.
3. Demonstrated knowledge of human resources, nonprofit finance and operations.
4. Experience supporting a Board of Directors.
5. Proficient in Microsoft Office Suite and Quickbooks.
6. Strong and effective oral and written communication and coaching skills