Thread: Vice President of Administration

Started: 2022-02-15 15:36:20
Last activity: 2022-02-15 15:36:20
Marlo Swanson
2022-02-15 15:36:20
Institution: Incorporated Research Institutions for Seismology
Open Until: 2022-05-31

The Vice President of Administration (VPA) is an executive management position that is responsible for leading and managing all administrative business operations including organizational policies, finance, facilities, and human resources activities, and the associated strategic planning.

Overarching responsibilities
• Provide technical leadership, coordination and management of the administrative teams to support and advance program and community activities
• Establish and oversee appropriate structures and staffing for all administrative functions
• Communicate, engage and interact with Board of Directors, President and Leadership Team on all administrative/business matters and long-term strategy
• Provide vision and leadership in the development and implementation of policies, procedures and processes to ensure effective operations and compliance with all regulatory authorities and funding requirements
• Maintain an effective working relationship with all sponsor agencies
• Provide overall responsibility and accountability for the budgetary success of the organization
• Overall responsibility for all budgeting, accounting, financial management, audit functions and compliance with NSF and OMB requirements for non-profit organizations.
• Review and approval of government contracting, subcontracting and purchasing and compliance requirements
• Confer with senior management and Human Resources to develop or implement personnel policies or procedures.
• Engage and involve team leads in strategic deliberations and encourage teams to provide insightful, innovative thinking and problem solving on critical issues within in each team lead’s area of expertise.
• Provide guidance to administrative teams on special projects, analytics & reporting, change management, organizational design, diversity and inclusion.
• Coach and mentor administrative teams and develop leadership bench strength capable of addressing the challenges of a highly dynamic organization.
• Work alongside Human Resources, Procurement, and Finance Services in developing and administering contractual agreements for employee benefits, including health, vision, life and disability insurance plans.
• Develop and execute administrative, financial and human resource strategies in support of the overall business plan and strategic direction of the organization
• Provide non-legal opinions on diverse topics such as company liability, contracts, non-disclosure agreements, and compliance matters.
• Promote health and safety programs and coordinate efforts to ensure policies establish as system of safety and accident avoidance, and reporting unsafe conditions, accidents, or injuries

Manages and/or oversees a variety of tasks that include, but are not limited to:
• Ensure policy development, process improvement, and administrative management for strategic initiatives of the organization within guidelines set up by the President and/or the board of directors.
• Plan, direct, or coordinate operational activities at the highest level of management with the help of subordinate executives and staff managers.
• Provide strategic recommendations to the president on operational and organizational issues
• Oversee long-term budgetary planning and organizational restructuring processes
• Directs the preparation of short-term and long-range plans and budgets based on broad corporate goals and growth objectives.
• Keep staff informed of developments bearing on the overall operation of IRIS and its relationship to NSF and other scientific organizations
• Provide supervision and oversight of business services, including accounting, HR, and sponsored projects, with domain knowledge and core responsibilities in one or more of these areas; ensuring compliance; and in support of strategic direction and federal requirements
• Implement long-term improvements in administrative processes and the business control environment
• Guide, train and oversee the professional development of administrative staff
• Facilitate communications across all departments to ensure effective collaborations between program and administrative staff
• Develops and installs procedures and controls to promote communication and adequate information flow within the organization.
• Ensures that the responsibilities, authorities, and accountability of all direct subordinates are defined and understood.
• Ensures that all organization activities and operations are carried out in compliance with local, state, and federal regulations and laws governing business operations.
• Establishes operating policies consistent with the Board of Director’s and President’s broad policies and objectives and ensures their execution.
• Evaluates the results of overall operations regularly and systematically and reports these results to the Board of Directors and President
• Maintain the highest ethical and professional standards at all times.
• Perform complex, high-level budget analysis, accounting and financial management functions both directly and through subordinates.
• Manage all insurance related activities, including determination of coverage, initiation of coverage, and annual negotiation with provider.
• Support property management system directly and through subordinates including developing policies and procedures compliant with NSF and OMB guidelines. Assures all vehicles in fleet have current insurance and registration and prepares periodic Fleet Vehicle List with changes.
• Primary contact with bankers and manage corporate banking and administrative services such as grant and private accounts, loans, investments, cash management, wire transfers, international exchange, business cards, merchant account, taxes, etc.
• Provide complex, high-level guidance to human resources on policies, compensation, staffing needs, PEO and other HR related systems and upgrades both directly and through subordinates.
• Work closely with contracts and procurement in support of purchasing and subcontracting activities and helps promote cost effectiveness and operating efficiency in the organization.
• Serve as a member of the Leadership Team and participates in bi-weekly leadership meetings. Contribute from perspective of organization as a whole.
o Perform other related duties as assigned for the successful operation of the business

● Supervises the following positions, who may, in turn, supervise additional staff:
○ Business Ops/HR Manager
○ Sr. Grants & Contracts Administrator
● As a supervisor, the VPA takes a leadership role in promoting and fostering an environment of diversity, equity, and inclusion for the organization.

● Bachelors’ degree or equivalent
● 10+ years of progressively more responsible positions in management, preferably within non-profit organizations (National Science Foundation a plus)
● Substantial managerial experience including demonstrated inter-personal skills in working with subordinates, peers, supervisors and community representatives and effective use of program management tools
● Administrative or management experience in a cost and schedule constrained environment
● CPA/MBA preferred
● Merger/restructuring experience preferred

JOB SPECIFICATIONS: (Knowledge, Skill and Ability Requirements):
● Experience with non-profit accounting and federal grants
● Highly developed leadership, communication, and interpersonal skills; must be able to engage with staff at all levels of the organization
● Experience in achieving consensus decisions among staff at various levels with diverse points of view
● Strong organizational skills - ability to plan and manage priorities and workflow effectively
● Strong knowledge of human resources practices and legislation.
● Strong analytical and reasoning abilities
● Strong written and verbal communications skills
● Effective decision-making skills; must exercise sound judgment
● Excellent knowledge of sponsor agencies (NSF, NASA, USGS), their programs and processes for competitive selection
● Software application skills including moderate skills with MS Word; advanced skills with MS Excel; advanced skills with e-mail utilities; and advanced skills with one or more generally used accounting and financial management software systems.

● Occasionally required to stand
● Occasionally required to walk
● Frequently required to sit
● Continually required to utilize hand and finger dexterity
● Frequently required to talk and hear
● While performing the duties of this job, the noise level in the work environment is usually quiet
● The employee must occasionally lift, carry and/or move more than 10 pounds
● Specific vision abilities required by this job include: Close vision
● Additional remarks regarding work environment: Working conditions are typical for a professional office environment. This position routinely uses standard office equipment, such as computers, phones, photocopiers, and filing cabinets

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
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