Associate Director of Administration

COLORADO HEALTH NETWORK INC • Colorado Springs, CO

4d • Hybrid

About The Position

The Associate Director of Administration serves as a member of the statewide leadership team charged with advancing CHN’s mission and strategic priorities. This position is responsible for managing business matters—and communicating the successes and activities—of their regional office, any satellite offices, and/or mobile program and outreach operations in accordance with regulatory requirements, standard operating procedures, and budgetary guidelines within statewide organizational policies and procedures. This position is responsible for regional fundraising, communications, and marketing activities; coordination of their Regional Council; special events; database management; donor qualification, cultivation, stewardship; and other strategic projects. The position assists in planning and producing regional and statewide staff development events; fundraising and community engagement events; and recruiting and managing volunteers in support of events. There will be regularly scheduled meetings in Denver, required occasional travel throughout the associate director’s region, and close collaboration with development staff and leadership in Denver. Some evening and weekend work will be required. The appropriate candidate will have the ability to manage multiple priorities simultaneously, enjoy outreach and relationship building, and have the ambition to grow and thrive within the organization. The Associate Director is a strategic thinker who communicates professionally and effectively with volunteers, donors, and community stakeholders. This person is a team player with energy and drive with a well-rounded and diverse set of skills focused on achieving the strategic goals of the organization while effectively leading local team members.

Requirements

• At least three years of supervisory experience required, with proven ability to lead, develop, and motivate a team.
• Experience with and demonstrated knowledge of donor cultivation, event planning, operations, and database software preferred.
• Demonstrated knowledge of fundraising techniques, donor cultivation strategies, and sources of funding for nonprofit organizations.
• Experience developing and managing budgets required.
• Outstanding written and verbal communication skills with the ability to articulate a compelling case for support required.
• Experience working with HIV/AIDS and marginalized communities preferred.
• Bachelor’s degree in marketing, communications, business or nonprofit management, or a related program of study.
• Master’s degree preferred; and/or equivalent combination of education and experience required.
• Experience working with basic office and database computer programs, including familiarity with Microsoft Outlook, Word, Excel, Access, and the internet.
• Experience with fundraising, contact management or other database software preferred.
• Demonstrated knowledge of fundraising best practices for nonprofit agencies and organizations, strong leadership, and management skills.
• Excellent communications skills including demonstrated ability to structure large amounts of information in a written document that is clear and easy to understand.
• Demonstrated ability to effectively manage individuals and teams in a dynamic work environment.
• Strong interpersonal skills.
• Ability to successfully work independently and as a member of a team.
• Ability to organize and coordinate activities with multiple deadlines.
• Willingness and ability to work with diverse populations - persons living with HIV, the LGBTQ+ community, persons of various ethnic backgrounds, and disenfranchised communities.
• Must have current and valid Colorado driver’s license; must be able to pass driving record check per CHN insurance requirements.
• Must be able to be insured by CHN driving and liability insurance companies.
• Must have personal insurance on own vehicle if driving on behalf of CHN.
• Must be able to work in a diverse setting with diverse populations, including persons living with HIV, the LGBTQ+ community, persons of various ethnic backgrounds, disenfranchised communities.
• Participation in training related to HIV, substance use, harm reduction, trauma informed care and related issues.
• Cultural Competency/Sensitivity.
• Works with computer workstations, laptops, servers, and standard office equipment.
• Works with software, including electronic health records, client/patient data systems, word processing, spreadsheet and presentation software, and online systems.
• Communicates with partner organizations and vendors using the telephone, e-mail, the Internet, and fax.
• Works in an office environment.
• May travel via automobile or airplane to offsite locations.
• Requires clear speaking ability and the ability to use a telephone for extended periods.
• Requires ability to view a computer screen (near acuity).
• Requires fingering agility for keyboarding.
• Requires ability and willingness to work in environments where alcoholic beverages are served; ability to lift up to 20 lbs.

Nice To Haves

• Experience with and demonstrated knowledge of donor cultivation, event planning, operations, and database software preferred.
• Experience working with HIV/AIDS and marginalized communities preferred.
• Master’s degree preferred; and/or equivalent combination of education and experience required.
• Experience with fundraising, contact management or other database software preferred.

Responsibilities

• Monitor the overall operation of the regional office and any regional satellite office(s) to ensure compliance with all regulatory requirements, standard operating procedures, budgetary guidelines, and statewide policies and procedures.
• Serve as a member of the statewide Quality Team focused on quality assurance and improvement efforts.
• Provide property management for CHN-owned buildings, including property rental and oversight.
• Manage office administration including, but not limited to, supplies, equipment, maintenance, utilities, landlord relationships, etc. for regional and any satellite offices.
• Promote a positive working relationship with community and other regional organizations, as well as state and local entities, through public speaking and participation.
• Grow organizational partnerships within their region/communities.
• Collaborate with development staff in the design and creation of regional marketing strategies.
• Maintain open communication with staff, individuals receiving services, donors, supporters, CHN leadership.
• Maintain a climate which attracts, keeps, and motivates a diverse staff of top-quality people.
• Maintain an environment that ensures the health and safety of clients and staff.
• Provide coverage for regional program managers in collaboration with statewide program directors when managers are out of the office.
• Assist with client emergencies, welfare checks, reporting and documentation.
• Serve as a representative of the regional office and attend regularly scheduled meetings as appropriate.
• Provide direct supervision for Program Assistant(s), Program Coordinator(s), and Food Bank Coordinator(s) in their regional office(s).
• Provide exceptional leadership to staff in their regional office(s), including coaching, mentoring and professional development to improve the essential skills of service and support staff and local managers.
• Provide indirect (day to day) supervision of all office managers and staff and assist with disciplinary actions, performance improvement plans, terminations in collaboration with statewide Program Directors.
• Assist leadership with employee listening sessions; lead regional staff meetings.
• Provide staff support, problem solving, and conflict resolution.
• Assist in the hiring, interviewing, and onboarding of all regional staff.
• Assist leadership with the development and implementation of employee training sessions.
• Assists leadership team in development and enforcement of client and staff policies.
• Collaborate members of the Advancement Team and the CSO in the creation of regional fundraising goals.
• Develop and implement strategies to encourage new or increased contributions.
• Work with Development staff to implement key event goals, coordinate logistics, and assist with promotion and marketing of events.
• Coordinate organizational participation in regional events that reach priority populations.
• Manage electronic reservation systems for regional events.
• Serve as the Day of the Event Manager for regional events.
• Secure event sponsorships, in-kind contributions, and commitments for live and silent auctions.
• Recruit, train and supervise volunteers, and participate in post-event evaluations.
• Serve as the staff representative to their Regional Council and ensure council develops community partnerships, maintains and increases funding for events and regional programs.
• Provide content from their region for statewide newsletters and other communication tools.
• Maintain accurate donor records and generate timely and appropriate recognition letters.
• Design and implement donor queries, reports and correspondence, and input volunteer and event information.
• Lead and/or assist with special projects assigned to advance strategic priorities of the organization and improve organizational effectiveness.
• Responsible for cash management of any funds received locally through donations.
• Ensure accurate, timely deposits of locally received funds in collaboration with Denver-based accounting team.
• Keep accurate records of regional operational purchases, review invoices, process accounts payable.
• Assist with distribution of emergency client financial assistance.
• Assist program directors and accounting team with grant tracking, reviewing spenddown reports.
• Assist leadership team and grants manager in evaluating regional funding gaps, identifying local/regional grant opportunities, and completing grant applications to ensure appropriate resource development.
• Assist leadership team with examining and planning for capital budget needs and resources.
• Implement and direct regional funds and resource development, including identification of funding prospects, grant shaping, grant writing and collaboration with foundations and donors.

Benefits

• Paid Time Off (PTO): Generous leave policy, including paid holidays, floating holidays, and wellness time off
• Health, dental, and vision insurance plans
• 403(b) plan with employer match
• Tuition reimbursement and access to ongoing learning opportunities
• Legal Shield
• Flexible Spending Accounts (FSA)
• Life Insurance
• Short- and Long-Term Disability Insurance
• Employee Assistance Program (EAP)
• Eligible for Colorado Department of Public Health & Environment - State Dental Loan Repayment Program

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level