Administrative Director

Administrative Director

Overview

The Administrative Director serves as key staff leader responsible for day-to-day operations, financial administration, staff leadership, grants and fundraising support, and vendor/facility oversight. This role provides continuity, expertise, and professional support to a mission-driven, volunteer-led organization.

The Administrative Director oversees the Office Manager, Bookkeeper, and contracted service providers to ensure operational excellence that empowers members to achieve community impact. The Administrative Director reports to the President and while this in-person role has flexibility if approved, certain in-office hours will need to be scheduled at a regular time to facilitate volunteer support and interaction.

Duties & Responsibilities

Strategic Leadership

• Maintain accurate accounting records including AP/AR, deposits, revenue entry, and expense processing.
• Provide operational analysis and guidance to the Board and volunteer leadership on resource allocation and strategic priorities.
• Attend Board and Finance-related meetings, providing updates and recommendations as needed.
• Support execution of the strategic plan, annual goals, and community initiatives.
• Maintain strong organizational continuity through annual volunteer leadership transitions.

Financial Processes, Compliance, & Reporting

• Work with the Bookkeeper and leadership to ensure adherence to GAAP and nonprofit accounting standards.
• Oversee all financial processes including reconciliation, month-end close, annual audit, accounts payable/receivable, and reporting.
• Lead the annual budget planning process in coordination with the Treasurer and Finance Council.
• Maintain internal controls, document retention, and accurate financial systems.
• Manage donor/payment systems and proper account and class coding.
• Serve as staff lead for the audit and coordinate with external accountants, bankers, and insurance partners, following delegation of authority, bylaws, and process & procedure.
• Provide financial updates and support to volunteer leadership with transparency and compliance.

Staff Management

• Supervise the Office Manager, Bookkeeper, and contractors/vendors, ensuring goals are met.
• Work with Personnel Committee (or equivalent) to set annual staff goals and conduct performance evaluations.
• Provide mentorship and professional development opportunities for staff.
• Address performance concerns and follow disciplinary practices when needed.
• Manage HR compliance, including hiring/termination support, documentation, and benefits coordination.

Facilities & Vendor Management

• Oversee maintenance, repairs, security, and event usage of facilities.
• Manage contracts and vendor relationships including IT services, facilities contractors, insurance, and event rentals.
• Support safe and strategic use of facilities for fundraising and community programming.
• Implement and oversee revenue generating strategies for facilities, ensuring the long-term viability of these facilities.

Membership & Volunteer Support and Engagement

• Ensure strong, timely communication flows between staff, Board, councils, and general membership.
• Provide operational support to membership programs, leadership training, and onboarding.
• Maintain an inclusive, welcoming culture aligned with the values and member experience goals.
• Oversee and Manage all membership records.

Fundraising, Development, & Grants Support

• Support donor stewardship, sponsorship fulfillment, and administrative elements of fundraising events.
• Maintain development records, acknowledgments, and compliance requirements.
• Lead grant efforts including funding research, proposal writing, grant calendar management, tracking, and reporting.
• Assist volunteers in driving revenue generation aligned to mission impact.

Qualifications

• Bachelor’s degree in Business Administration or other related field required.
• Minimum of 5 to 8+ years’ experience in nonprofit operations, administration, finance, or equivalent combination.
• Experience supervising staff and managing budgets.
• Familiarity with donor/financial databases and Microsoft Office applications.
• Experience working with volunteer-led or membership-based organizations strongly preferred.

Skills & Abilities

• Ability to navigate matrixed work environment with multiple stakeholders
• Ability to sitting, standing, and stooping.
• Ability to climb ladders as needed.
• Ability to lift and carry up to 25 lbs. for short distances.