Director of Administrative Services

POSITION TITLE:   Director of Administrative Services       

OBJECTIVE: As a member of BBNA’s Senior Management team, the Director of Administrative Services provides executive level administrative support for the President/Chief Executive Officer and Board of Directors with direct roles in management and supervision of BBNA’s Administrative Support, Facilities & Janitorial activities, Information Technology, Media Services, and special projects. 

QUALIFICATIONS: Job qualifications are already stated as Essential Job Results in the Job Description. Candidates must demonstrate their ability to accomplish these results. 

Job knowledge / documentation required before entering the job. Graduation from an accredited college or university with a degree in business or public administration three years progressively responsible managerial work. Similar managerial experience including supervision may be substituted for education on a year for year basis.  Knowledge of the Bristol Bay region, culture, lifestyles, Tribal Governments, and rural Alaska service delivery.  Administrative experience with Native non-profit organizations including board operations, organizational policies and bylaws, current philosophies and methods of administering. Experience organizing meetings, including travel for large groups of people.  Excellent written and verbal communications skills. Computer word processing, data base, and internet capabilities.   Ability to establish and promote effective working relationships and sustain open communications with colleagues, Board members, Tribal Councils, membership of the Association and outside agencies.

Complete achievement of certain of the above specifications may not be required if, in the opinion of BBNA a particular candidate possesses significant offsetting characteristics, such as past accomplishments, experience, education, or estimate of future potential.  

 

ESSENTIAL JOB RESULTS:

Supervision of BBNA’s Central Office Administrative Support services

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·         Direct supervision of BBNA’s Administrative Services Division Manager and delegating supervision of BBNA’s Administrative Support services.  

·         Chairing monthly meetings with department support staff to promote interdepartmental communications, planning BBNA hosted annual events, provide the most economical and efficient coverage, and problem solve together.

·         Reviewing and approving in-house procedures; i.e.,  parking, refuse, recycling, general deadlines, and housekeeping items. 

·         Working with Senior Managers to consider office and storage space needs. Acting as the authority for assignment of facility space use.  Keeping a record of necessary information to help plan for future growth or reductions in facility needs.

·         Administer process for room rentals to outside agencies and for internal use.

·         Administering BBNA’s security system for door and room locks and combinations and ensuring that facilities are secured outside of business hours.   

·          Administering use of office space and extensions.

·         Management of surplus property, storage, and dissemination.

·         Implementing safety protocols and procedures into Admin Support processes.  

Supervise the physical plant operations of BBNA owned properties

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·         Direct supervision and delegation of duties to BBNA’s Facilities Manager to include maintenance and janitorial services.

·         Being informed of facility needs, setting timelines for completion, safety issues, purchases, staff planning and related upkeep for BBNA’s local and village facilities. 

·         Reviews and has authorization authority for work plans and projects.

·         Reviews and approves annual budget recommendations for facilities spending   

Supervise BBNA’s Information Technologies to ensure that BBNA maintains the best quality and affordable technology in order to conduct business in the current and changing environment

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·         Direct Supervision of BBNA’s Network Administrator.

·         Reviewing proposed upgrades and recommendations for development of BBNA’s information technology systems.

·         Reviews and approves proposed IT budgets.

Supervision of BBNA’s Marketing and Communications to ensure a strategy for all communications, websites, and public relations messages and documentations to consistently articulate BBNA’s mission.

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·         Direct supervision of BBNA’s Marketing and Communications Manager.

·         Reviewing proposed publications and recommendations for development of BBNA’s communication plan.

·         Reviews and approves proposed Communications Budget

Provides Executive Level Administrative Support to the President & CEO and, as authorized, to the Board of Directors.  

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·         Delegation to Administrative Services Division Manager for travel arrangements, meeting set up, and assisting individual members.

·         Understanding the roles and functions of BNBA’s Board and Committees

·         Understanding and having a working knowledge of BBNA’s  Bylaws, BBNA Policies and Procedures and organizational structure.  

·         Acting as custodian of Board related documents and corporate records. 

·         Preparing draft agendas for review by President & CEO and finalization.

·         Recommending scheduling of meeting dates with consideration to avoid conflict with other agency meetings ( BBAHC, BBNC, BBHA, BBEDC) and promote full participation. 

·         Informing Senior Management well in advance, as to dates and deadlines for submitting board related information. 

·         Attending all Full Board, Executive, and other Board committee meetings.

·         Establish an effective professional working relationship with the full board and committees.

·        Promoting membership awareness of BBNA activities by coordinating a monthly mail out which includes program reports, the President & CEO report, and other informational material. 

Accomplishes staff results

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·        Ensuring the presence of a well-trained, qualified staff. 

·        Participating in BBNA’s hiring process, and following BBNA’s policies / procedures in hiring, orienting, training, evaluating and other personnel matters.

·         Maintaining open communications and staff meetings.

·        Delegating department tasks with emphasis on opportunity for growth and efficiency.

·        Helping the Department team understand the reasons behind their job duties, and how to ensure accountability for their efforts.

·        Initiating and giving ongoing feedback about performance.

·        Modeling professional teamwork and promoting the importance of team productivity.

·        Motivating staff towards excellence.

Provides Fiscal management

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·         Serving as a check signer on BBNA’s accounts and trustee for BBNA’s 401k retirement plan.

·         Submitting annual operating budgets for BBNA’s Administrative Support, Facilities, Media Services, and Board Functions.    

·         Ensures that spending throughout the fiscal year is within budget limits. 

·         Ensures that Finance Policies and Procedures are followed for department procurement. 

·         Administering the budgetary and contractual obligations of special projects assigned. 

·         Producing timely, accurate reports to funding agencies as needed.

·         Serving on staff committees as appointed by President & CEO.

Keeps Management Informed

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·         Preparing a comprehensive monthly report to President/Chief Executive Officer.

·         Preparing written detailed goals and objectives for special projects as needed.

·         Attending conferences, committee, and staff meetings in order to provide assistance to President/CEO and make recommendations on subjects under discussion.

Monitors and improves program and service quality.

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·         Monitoring and building a working knowledge of key federal, state, and tribal initiatives that impact the Bristol Bay’s Native Association including proposed legislation and rulemaking, and regulatory changes.

·        Involving staff in establishing administrative or project goals and objectives and making recommendations for unmet needs.

·        Evaluating performance against goals and objectives.

Travel in and out of region

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·         Scheduling well planned trips to provide services, participate in training, workshops and to ensure communications and exchange appropriate current information significant to Village, Regional, Tribal, State, and Federal entities. 

Protect program integrity and client privacy

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·        Abiding by BBNA’s policies in regard to confidential information and keeping any confidential information gained through employment at BBNA absolutely confidential during and after this employment.

Contributes to team effort 

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·         Welcoming new and different work requirements; exploring new opportunities to add value to the organization; helping others accomplish related job results as and where needed.

DUTY STATION:               Dillingham

REPORTS TO:                    President and Chief Executive Officer

WAGE: $78,323.40 – $117,485.10/ yr DOE

THIS POSITION IS EXEMPT FROM OVERTIME