Reporting to the Chief Executive Officer (“CEO”), the Chief Administrative Officer (“CAO”), directs and manages administrative support, facilities and non-program operations, human resources, information technology, and the fundraising and communications portfolios. In collaboration with the senior leadership team and the board of directors, the CAO helps create and support a sustainable organizational structure that furthers BPHN’s mission and the delivery of exceptional services. This includes designing and implementing systems and processes to meet the organization’s needs and growth, notably using up-to-date technology and external resources to ensure cost-effectiveness and efficiency. Similarly, the CAO recommends, develops, and implements necessary policies and procedures (financial, human resources, operations, program, etc.) to meet BPHN’s changing needs and best practices. This senior leadership and officer role supervises the following departments: Operations and Facilities Management, Human Resources, Information Technology (IT), and Development and Communications consistent with BPHN’s mission and the strategies and goals as outlined by its board of directors and leadership.
DUTIES AND RESPONSIBILITIES:
1. Designs, strategizes, directs, and efficiently manages all aspects of BPHN’s administrative, facilities and operations, human resources, IT, and fundraising and communications functions.
2. Directly supervises the Vice President (“VP”) for Operations and Facilities Management; the VP for Human Resources; the Director of IT; and the Director for Development and Communications.
3. In overseeing Operations and Facilities Management, the duties and responsibilities include but are not limited to:
a. Designing, directing, and managing efficient procurement and vendor contracting processes for all goods and services consistent with approved budgets, funder requirements, internal policy, and best practices. In addition, procurement and vendor contracting are to be conducted in cooperation with and to meet the needs of other departments, notably Finance and Accounting and Program Services, as indicated.
b. Guiding annual (and other) budget development with direct reports/departments, as well as assisting with the same for other departments, and carefully monitoring administrative and operations expenditures to ensure alignment with approved budgets and efficient and prudent use of limited resources.
c. Leading negotiations for building and facility leases and renewal agreements (as well as maintenance agreements, where applicable) in close cooperation with real estate counsel and in consultation with other departments.
d. Ensuring active and timely follow-up on facility and building maintenance and repairs with appropriate vendors and owners/landlords, as well as any related corrective action plans (“CAP”). The CAO also works in close cooperation with Program Services on monitoring of vacancies and ensuring that funder requirements related to facilities are met so as to limit untoward impact on Program Services and revenue generation.
e. Vehicle purchasing, leasing, and maintenance consistent with approved budgets and operational needs.
f. In close cooperation with Finance and Accounting and any retained broker, securing appropriate and affordable commercial, general liability, and other insurance coverage consistent with funder requirements and business needs.
4. In overseeing Human Resources, the duties and responsibilities include but are not limited to:
a. Ensuring that the Human Resources (“HR”) department conducts all recruitment, employee benefits acquisition and management, employee time and effort, and employee relations, in accordance with applicable federal, state, and local law.
b. Maintaining up-to-date HR policies and procedures consistent with best practices and funder requirements and ensuring that the BPHN Employee Handbook consistently reflects the same.
c. Overseeing appropriate and equitable recruitment, hiring, advancement, and separation practices to ensure a competent, diverse, and committed workforce ready to meet BPHN’s mission.
d. Centering mentoring and coaching of the staff, consultants, and volunteers to build and support a strong team, including prioritizing professional development.
5. In overseeing IT, the duties and responsibilities include but are not limited to:
a. Managing and guiding the strategic development, implementation, and use of all communications and information technology systems and equipment.
b. Establishing appropriate internal and external security of such systems and equipment to ensure the confidential and proper access to and use of data and to prevent data loss or misuse.
c. Guiding BPHN-wide routine efforts to improve and expand use of electronic data and communications systems and solutions to better meet BPHN’s mission and needs.
6. In overseeing Development and Communications, the duties and responsibilities include but are not limited to:
a. Designing and supporting BPHN’s diverse fundraising activities and leveraging potential private and public funding opportunities in collaboration with the board of directors, CEO, and Chief Program Officer (“CPO”).
b. In partnership with the leadership team, including the board of directors, seeking, growing, and maintaining relationships with key stakeholders (individuals, corporate and philanthropic institutions, and government partners) to expand BPHN’s base of support, especially unrestricted funding sources.
c. Improving and developing BPHN’s brand, public image, and visibility via a thoughtful communications strategy developed and implemented in collaboration with the leadership team and board of directors and ensuring that the same are well-aligned with BPHN’s mission. This includes strategic use of BPHN’s website and social and other media.
7. Competently develop and complete internal and external reports and reporting structures and systems, as necessary and indicated, to share activities and progress, among other things, related to the above.
8. Any and all other duties and responsibilities as may from time-to-time be assigned by the CEO.
· A Bachelor’s degree in a relevant field is required; a Masters' Degree in Business Administration, Health Administration, Social Work, or a related field is highly desired.
· Not less than eight years of relevant (e.g., operations, human resources, real estate, and/or facilities management) experience at a senior level within a non-profit organization is required. Ideally, such experience includes senior roles with housing, human services, and/or health organizations serving low-income communities.
· An innovative and well-organized and adaptive manager who demonstrates initiative and the ability to multi-task and creatively problem-solve.
· Exceptional interpersonal skills and proven success building strong and effective teams and creating a work culture defined by transparency, accountability, trust, and respect, and one that truly values diversity and inclusion.
· Financial acumen to develop, track, and manage a non-profit budget that includes restricted government grants or other restricted giving, and the flexibility to plan for and effectively address unanticipated changes in the funding environment.
· Demonstrated experience guiding the creation and implementation of strategic plans.
· Prior experience working with a non-profit board of directors and a demonstrable understanding of board development, governance, and decision-making.
· Fundraising experience that includes cultivating individual and institutional (foundation and corporate) donor relationships, soliciting major gifts, securing government discretionary grants, and negotiating government contracts.
· Fluency in English with exceptional written and oral communications skills is required, as is proficiency in editing, proofreading, and creating effective presentations, among other written materials. Demonstrated proficiency in other languages, particularly Spanish, is desired.
· Authorization to work in the United States.
SUPVERVISION/CONTACTS: This position is supervised by the CEO and works closely with the CPO and Chief Financial Officer (“CFO”). The CAO supervises the VP for Operations and Facilities Management, the VP for Human Resources, the Director of IT, and the Director for Development and Communications.
· Valid NYS driver’s license.
· Ability to travel locally using public transportation.
· Required to utilize near vision to read data and other documents, including spreadsheets and reports in printed form or on computer screens.
· Regularly required to move fingers, wrists, and arms in a repetitive manner to operate office equipment.
Reporting to the Chief Executive Officer (“CEO”), the Chief Administrative Officer (“CAO”), directs and manages administrative support, facilities and non-program operations, human resources, information technology, and the…