What are the responsibilities and job description for the WPH Center Administrator position at Wabanaki Public Health and Wellness?
Wabanaki Public Health & Wellness (WPHW) is growing, and we are excited to be adding new people to our team! If you value inclusivity, balance, and cultural centeredness and have a true passion for serving others, you may be a great fit for our team! WPHW is a non-profit organization that serves four federally recognized tribes located in five communities: the Houlton Band of Maliseet Indians, the Aroostook Band of Mi'kmaq, the Passamaquoddy Tribe at Indian Township, the Passamaquoddy Tribe at Pleasant Point, and the Penobscot Nation. Wabanaki traditions, language, and culture guide our approach and describe the ways we live in harmony with each other and the land we collectively share. Services are available to community members living on and off-reservation across the State of Maine.
Position Summary:
The Center Administrator is responsible for overseeing the operations and management of WPH. This individual is responsible for ensuring that the center is running efficiently and effectively, and that all the necessary resources are in place to support the center's mission and goals. The Center Administrator will be responsible for overseeing all aspects of the center's operations, including budgeting, staffing, and program development.
Duties and Responsibilities:
Serves as a principal staff and primary assistant to the Senior Director, providing leadership, oversight, information, guidance and recommendations on readiness and day-to-day matters of the staff.
- Train and supervise center staff as needed
- Convenes Center team meetings
- Assists Director in managing day-to-day operations. Supports staff in responding to issues and emergencies, developing and executing solutions, and maintaining reliable and effective operations
- Maintain accurate and up-to-date records of center operations and activities
- Provide excellent customer service to all center clients and visitors
- Ensure compliance with institutional, grant, and federal regulations.
Provides advice on internal policies and procedures affecting general administration functions in the areas of human resources, time and attendance, facilities management, property management and budget management.
- Assists the Senior Director and/or Division Directors to develop, modify, and implement policies, processes, plans, and procedures for WPH; initiates corrective action if services are not in compliance with established standards.
- Support organizational business process redesign efforts, in collaboration with other Center Administrators and Operations and Finance
Works with the Senior Director and/or Division Managers to promote continuous improvement in the delivery of programs and services, by coordinating the development and maintenance of program standards, implementing appropriate corrective actions to resolve discrepancies, and ensuring adherence to contracts, regulations, and license requirements.
- Assists in the development, revision and maintenance of departmental operating policies and procedures; submits proposals for new policies and regulations to Senior Director for approval
- Assists in implementation of center’s strategic plan; facilitates quarterly meetings with Senior Director and/or Division Directors on strategic plan and other operational components
Serves as the first point of contact for resolving complex operational problems for management.
- Assists in special investigations and participates on committees considering and developing recommendations for the solution of problems having Center-wide impact.
Manage HR functions within the center, tasks may include, but not limited to:
- Support onboarding new center staff,
- Ensure Senior Director and Division Directors/Managers complete performance management review, complete individual work plans, and have accurate time sheet coding.
- Develop and implement strategies for staff retention and professional growth.
- Address personnel matters and ensure a supportive work environment.
- Liaise with HR, as the situation indicates.
Assists in the coordination and development of communication materials for use by managers and executives in planning and evaluating program activities, services, and results.
Grant, Financial, and Budget Management
Assists the Senior Director and Division Directors/Managers with drafting, revising and maintaining budget compliance with programmatic and funding requirements. Reports any budgetary needs, concerns, or challenges to the Senior Director.
- Provides Center direct support to Division Managers in managing budgets and spending plans.
Collaborates with Public Health Analyst and Division Directors/Managers in monitoring timely of reports to funders.
- Coordinates the creation, analysis, and preparation of various documentation/reports with Division Directors, Project Directors, and Public Health Analyst for Senior Director to approve.
Assists the Senior Director and Division Directors/Managers with drafting and revising grant applications
- Support creation of a Development Plan for WPH
- Work in collaboration with the Grant Writing Team on grant applications
- Support Division Managers on work plan development and project timelines
Manage center finances, including review and approval of invoices and development of center contracts
- Oversees the Centers purchasing and coordinates various office procurement activities for maintenance contracts; rental and/or purchase of equipment and furniture; and small purchases such as the procurement of subscriptions, supplies, and books.
- Ensures Divisions have adequate monitoring process and management of inventories for supplies and as needed, makes purchases when necessary to keep facility functioning without interruption.
Other Duties
- Assist with strategic planning and organizational growth initiatives.
- Perform other duties as assigned
Education and Experience Required:
- University degree in Business Administration, Public Administration, or a related field, plus three (3) years of relevant leadership experience required; a Master’s degree and at least two (2) years of experience preferred.
- Proven experience in administration or management roles.
- Familiarity with regulatory and compliance requirements.
- Experience in a similar setting or industry.
Skills and Qualifications Required:
- Proficiency with Microsoft Office programs, including Word, Excel, PowerPoint, and Outlook.
- Strong leadership and organizational skills.
- Excellent communication and interpersonal abilities.
- Experience with budgeting and financial oversight.
- Ability to handle high-stress situations calmly.
- Proficiency in management software and tools.
- Strong organizational and time management skills.
- Ability to multitask and prioritize effectively.
- Knowledge of basic financial management and budgeting principles.
- Proficiency with Microsoft Office and other relevant software programs.
- Ability to work effectively in a fast-paced environment.
- Ability to work effectively in both independent and team environments.
- Willingness to travel; a good driving record and access to reliable transportation are required.
- All candidates must pass a criminal background check.
Wabanaki Public Health & Wellness is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.
