Director of Administrative Operations

Description

Position Purpose

Position Purpose: The Director of Administrative Operations plays a critical role in ensuring RMHS operates efficiently, securely, and effectively by overseeing the essential systems and infrastructure that support the organization’s mission. This position exists to align finance, IT, facilities, and administrative operations with RMHS’ strategic goals and initiatives. This role helps create a stable foundation that allows RMHS to focus on delivering high-quality services to individuals and families. 

The Director is responsible for leading IT infrastructure and cybersecurity, managing facilities operations, optimizing administrative processes, and overseeing procurement and vendor management. Additionally, the Director serves as the primary liaison with RMHS’ IT support contractor to ensure IT service quality and responsiveness. 

Essential Duties

Information Technology (IT) & Systems Management

• Develop and oversee IT strategy and infrastructure to align with business objectives. 

• Supervise the Data and Applications Manager. 

• Manage relationships with IT vendors, including RMHS’ IT support contractor (Wipfli), ensuring service quality and responsiveness. 

• Ensure IT asset management systems are accurate and up to date, tracking all hardware such as laptops, peripherals, cell phones, and monitors. 

• Regularly audit and reconcile user accounts, licenses, and phone numbers to prevent unnecessary costs. 

• Ensure the timely retirement and recycling of outdated equipment, reflecting changes in inventory records. 

• Analyze the business requirements of all departments to determine their technological needs.  

• Identify the organization’s IT needs and ensure employees technical issues are resolved efficiently. 

• Approve IT investments, upgrades, and system integrations to support organizational efficiency and security. 

• Monitor and enforce cybersecurity measures in coordination with IT vendors. 

Facilities & Administrative Operations 

• Supervise the Facilities Manager. 

•  Oversee facility operations and building management.  

• Ensure RMHS facilities are well-maintained, secure, and compliant with OSHA and other safety regulations. 

• Consult with the Facilities Manager to plan and oversee facility-related projects, maintenance, and vendor relationships. 

• Ensure efficient space utilization, room setup logistics, and incident reporting for workplace accidents. 

• Oversee vendor contracts for building maintenance, security, janitorial services, and office supply procurement. 

• Ensure compliance with relevant environmental, operational, and IT security standards. 

• Work with vendors and contractors to ensure RMHS facilities comply with city, county and state regulatory requirements. 

• Support business continuity planning and risk mitigation strategies related to IT, facilities, and administrative operations. 

Organizational Process Coordination & Strategic Planning  

• Partner with the Finance Department on the implementation of new initiatives regarding financial systems and processes. 

• Partner with HR, Payroll, and IT to ensure seamless onboarding and offboarding processes, including timely account provisioning and equipment distribution. 

• Ensure administrative processes related to HR, finance, and facilities functions are clearly communicated, understood, and updated across relevant teams. 

• Collaborate with HR and IT to optimize employee access to systems, ensuring compliance with internal policies and security protocols. 

• Support strategic decision-making by analyzing business performance metrics related to IT, facilities, and administrative operations. 

• Ensure the smooth and adequate flow of information to facilitate administrative operations. 

• Partner with the executive team to implement operational improvements and cost-saving initiatives. 

Procurement & Vendor Management  

• Oversee purchasing policies to ensure cost-effective procurement of goods and services throughout the organization. 

• Negotiate contracts with key vendors to optimize service quality and cost efficiency. 

• Ensure vendor relationships align with RMHS’ operational needs and strategic goals. 

Minimum Qualifications

• Bachelor’s degree in Business Administration or Information Technology, or a related field. 

• At least 7 years of leadership experience in IT, facilities, or administrative operations. 

• Experience managing vendor relationships, IT infrastructure, and facility operations. 

• Knowledge of cybersecurity best practices, workplace safety regulations, and compliance standards. 

• Experience supervising cross-functional teams and working collaboratively with executive leadership.

Preferred Qualifications

• Master’s degree in Business Administration (MBA) or Information Technology,  or a related field. 

• Experience working in nonprofit, healthcare, or government-funded organizations. 

• Previous leadership in business continuity planning and risk mitigation. 

• Experience optimizing IT systems, cybersecurity, and facility management for a multi-location organization. 

Qualifications

Minimum Qualifications

• Bachelor’s degree in Business Administration or Information Technology, or a related field. 

• At least 7 years of leadership experience in IT, facilities, or administrative operations. 

• Experience managing vendor relationships, IT infrastructure, and facility operations. 

• Knowledge of cybersecurity best practices, workplace safety regulations, and compliance standards. 

• Experience supervising cross-functional teams and working collaboratively with executive leadership.

Preferred Qualifications

• Master’s degree in Business Administration (MBA) or Information Technology,  or a related field. 

• Experience working in nonprofit, healthcare, or government-funded organizations. 

• Previous leadership in business continuity planning and risk mitigation. 

• Experience optimizing IT systems, cybersecurity, and facility management for a multi-location organization. 

Salary : $90,000 - $110,000