Director of Administrative Services
Position Summary
The Director of Administrative Services is part of the senior management team of the organization responsible for directing, coordinating, and overseeing the administrative support functions of the organization to ensure efficient, safe, compliant, and effective operations across all agency locations. Reporting to the Chief Administrative Officer (CAO), this position will help manager all facilities management, transportation and fleet operations, government relations support, site development, intake and community outreach, entitlement coordination, event planning, fundraising support, records management, and administrative operations.
The Director of Administrative Services serves as a key operational manager and works collaboratively with executive leadership, program operations, finance, human resources, compliance, quality assurance, and information technology to support the organization's mission of delivering high-quality services to individuals with intellectual and developmental disabilities under the New York State Office for People With Developmental Disabilities (OPWDD).
The Director of Administrative Service acts as the Senior Manager in the absence of the Chief Administrative Officer.
Essential Duties and Responsibilities
Administrative Leadership
· Assist the Chief Administrative Officer in the overall leadership and administration of the Administrative Services Department.
· Provide supervision, guidance, coaching, and operational support to administrative services personnel.
· Coordinate departmental priorities and ensure projects are completed accurately and timely.
· Participate in executive leadership meetings and strategic initiatives.
· Serve as acting department head during the absence of the Chief Administrative Officer.
· Facilities and Maintenance Management
· Oversee the maintenance, repair, safety, and operational readiness of all agency-owned and leased facilities.
· Develop and monitor preventive maintenance schedules.
· Coordinate repairs and capital improvement projects.
· Ensure facilities comply with OPWDD, OSHA, local building codes, fire safety requirements, and agency standards.
· Maintain vendor relationships and oversee contractor performance.
· Serve as a member of the Incident Management Committee, Risk Management Committee, Investment Committee, and other agency committees as assigned by the Chief Administrative Officer, representing the Administrative Services Department and supporting organizational initiatives, compliance, and strategic objectives.
· Solicit competitive bids and procure services in accordance with agency procurement policies.
· Monitor maintenance budgets and recommend cost-saving initiatives.
Transportation and Fleet Management
· Direct the administration of the agency's vehicle fleet.
· Ensure vehicles receive required inspections, preventive maintenance, repairs, and registrations.
· Monitor vehicle utilization and replacement planning.
· Oversee accident reporting, investigations, insurance claims, and corrective action.
· Manage fleet safety initiatives and ensure compliance with agency Safe Driving policies.
· Monitor traffic violations, driver qualifications, defensive driving requirements, and vehicle risk management activities.
· Coordinate with Human Resources regarding driver eligibility and corrective actions.
Government Relations
· Support the Chief Administrative Officer in maintaining productive relationships with government agencies, municipalities, elected officials, and community stakeholders.
· Represent the organization at provider association meetings, community meetings, and governmental forums as assigned.
· Monitor local developments that may impact agency operations or expansion.
· Site Development and Program Expansion
· Assist with identifying opportunities for agency growth and expansion.
· Work with real estate professionals to identify properties that meet operational and regulatory requirements.
· Participate in property evaluations, due diligence, and acquisition planning.
· Assist in coordinating OPWDD certification activities for new locations.
· Coordinate internal departments during facility development and startup activities.
Intake and Community Outreach
· Direct agency intake efforts to increase referrals and admissions.
· Build relationships with schools, hospitals, care coordinators, families, community organizations, and referral sources.
· Attend outreach events, transition fairs, and community programs to promote agency services.
· Monitor referral pipelines and admission metrics.
· Coordinate admissions activities with program leadership.
Entitlement Coordination
· Oversee processes ensuring individuals maintain eligibility for Medicaid, Supplemental Security Income (SSI), Social Security benefits, Medicare, and other applicable public benefits.
· Monitor entitlement renewals and required documentation.
· Coordinate with families, care managers, and government agencies to resolve entitlement issues promptly.
Event Planning and Organizational Support
· Assist in planning and coordinating agency conferences, employee recognition events, fundraising events, board meetings, community events, and organizational celebrations.
· Coordinate vendors, logistics, budgets, schedules, and event execution.
· Ensure successful implementation from planning through completion.
Fundraising Support
· Assist in identifying fundraising opportunities and community partnerships.
· Coordinate donor communications and acknowledgment letters.
· Support fundraising campaigns, sponsorship efforts, and donor stewardship initiatives.
· Assist leadership with grant and fundraising initiatives as assigned.
Records Management and Administrative Compliance
· Oversee administrative record management systems.
· Conduct administrative and program documentation reviews to ensure completeness, organization, and compliance.
· Assist departments in maintaining regulatory records.
· Support agency readiness for OPWDD surveys, audits, and accreditation reviews.
Information Technology Coordination
· Serve as liaison between Administrative Services and Information Technology.
· Coordinate technology needs related to facilities, telecommunications, security systems, equipment, and administrative operations.
· Assist with implementation of administrative technology initiatives.
Family and Community Relations
· Serve as a resource for individuals, families, guardians, community partners, and external stakeholders.
· Respond professionally to administrative inquiries and concerns.
· Foster positive community relationships that support agency operations.
Vendor and Contract Management
· Maintain productive relationships with contractors, vendors, consultants, and service providers.
· Monitor vendor performance.
· Ensure contractual obligations are fulfilled.
· Recommend vendor selections consistent with agency purchasing policies.
· Emergency Preparedness and On-Call Responsibilities
Other Responsibilities
· Perform other duties and special projects as assigned by the Chief Administrative Officer.
· Support agency initiatives requiring cross-department collaboration.
· Maintain confidentiality and professionalism at all times.
Qualifications
Education
· Master's degree in Public Administration, Business Administration, Health Administration, Nonprofit Management, Human Services, or a related field required.
Experience
· Minimum of three (3) years of progressively responsible management experience within an organization in the nonprofit human services or health care setting.
· Experience managing facilities, transportation, administrative operations, or multiple operational functions.
· Experience working with regulatory agencies and compliance standards.
· Experience supervising staff and managing multiple projects simultaneously.
Knowledge, Skills, and Abilities
· Knowledge of OPWDD regulations and provider operations.
· Knowledge of facilities management and preventive maintenance practices.
· Knowledge of fleet management and transportation safety.
· Knowledge of procurement and competitive bidding processes.
· Excellent organizational and project management skills.
· Strong leadership and supervisory abilities.
· Excellent written and verbal communication skills.
· Ability to build productive relationships with government agencies, vendors, families, and community stakeholders.
· Strong analytical and problem-solving skills.
· Ability to manage multiple priorities while meeting deadlines.
· Proficiency with Microsoft Office and administrative information systems.
· Physical Requirements
· Ability to travel frequently between agency locations.
· Ability to inspect facilities, including climbing stairs and walking throughout properties.
· Valid New York State driver's license with an acceptable driving record.
Work Schedule
· Monday through Friday, 10:00 a.m. to 6:00 p.m
This position requires flexibility to work evenings, weekends, and holidays as operational needs arise.
Pay: $70,000.00 - $80,000.00 per year
Benefits:
- 401(k)
- 403(b)
- Dental insurance
- Employee assistance program
- Family leave
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Tuition reimbursement
- Vision insurance
Work Location: In person
