Associate Director- Administration

PMHCC Inc.•Philadelphia, PA

About The Position

The Associate Director of Administration (AD) for the Planning Innovation Division at DBHIDS is a senior leadership role responsible for overseeing the division’s administrative infrastructure, ensuring operational excellence, and aligning internal systems with the department’s strategic goals. This position plays a critical role in supporting innovation, equity, and community engagement by managing administrative operations, supervising staff, and optimizing resource utilization. The AD will lead the development of administrative frameworks, oversee internal planning and performance systems, and serve as a key advisor to the Chief of Innovation and Effectiveness/Division Lead. This role requires a strategic, detail-oriented leader who can foster a culture of collaboration, accountability, and continuous improvement. The Associate Director provides direct support to the division leader including internal and external follow-up/tracking, meeting preparation, drafting communications, talking points, presentations, and more. Additionally, the Associate Director liaises with internal staff to provide strategic support to the division's work. Lastly, this position provides project management for working groups to ensure division goals and objectives are met.

Requirements

Knowledge and understanding of DBHIDS programs and initiatives
Strong leadership and organizational development skills.
Expertise in administrative systems, budgeting, and contract management.
Excellent verbal and written communication and interpersonal skills across diverse teams and stakeholders.
Strategic thinking with the ability to translate goals into operational success.
Proficiency in Microsoft Office Suite and data-driven decision-making tools.
High level of integrity, discretion, and adaptability in complex environments.
Master’s degree in Public administration, Business Administration, or a related field with 5 years in administrative leadership or operations management,preferably in a public health or human services setting.
OR bachelor’s degree in Public administration, Business Administration, Social Work or related field with 7+ years in administrative leadership or operations management, preferably in a public health or human services setting.
OR a combination of education and experience deemed acceptable to perform the functions of the role.
Ability to travel independently to various meeting locations throughout the city
Sitting or standing for a minimum of two (2) hours.
Employee must be able to work in an office environment that may include varying levels of noise, lighting, and privacy.

Nice To Haves

Familiarity with behavioral health systems and public sector operations is a plus.

Responsibilities

Perform complex and diverse support duties and work collaboratively with internal staff, division leadership team, and operations leadership team.
Staying up to date on the work of the division and keeping the Division Lead informed of progress, successes, challenges, and feedback.
Attend meetings, provide support/project management, keep Division Lead updated on progress, and track the project, event, or initiative through its completion.
Identify strategies, interventions, and best practices.
Collect and organize preliminary information for upcoming meetings/presentations/engagements that the Division Lead will participate in.
Prepare talking points, gather relevant information on programs and services, etc.
Work closely with administrative staff to prioritize the Division Lead’s schedule.
Assist with prioritization, problem solving, identifying opportunities, and e-mail management for the Division Lead.
Responsible for the preliminary review and vetting of materials, working with staff to finalize materials for the Division Lead’s review/approval, and planning and execution of projects.
Oversee daily administrative operations across the Planning Innovation Division, ensuring alignment with DBHIDS’ strategic priorities and frameworks (Practice Guidelines, TEC, PACE, CARE).
Develop and implement standardized administrative processes to improve efficiency, compliance, and service delivery.
Coordinate internal planning efforts and support the execution of division-wide initiatives.
Supervise and coach administrative and support staff, fostering a high-performing, inclusive, and mission-driven team culture.
Partner with the Chief of Innovation and Effectiveness/Division Lead and HR on recruitment, onboarding, performance evaluations, and professional development.
Promote staff engagement and recognition initiatives aligned with division values.
Serve as the division’s administrative budget authority, managing fiscal planning, procurement, and contract oversight.
Collaborate with DBHIDS fiscal and grants teams to ensure responsible resource allocation and sustainability of administrative functions.
Lead efforts to enhance internal systems, streamline workflows, and improve administrative data management.
Monitor performance and Continuous Quality Improvement (CQI) initiatives across administrative functions.
Ensure compliance with city, state, and federal regulations, as well as DBHIDS policies.
Act as a liaison between the division and internal departments, city agencies, and external partners on administrative matters.
Represent the division in cross-agency administrative planning and operational coordination efforts.