Director of Administration, Program Operations

ASPCA

1d • $98,000 - $127,000 • Remote

About The Position

The Director of Administration, Program Operations, serves as the right hand of the Senior Vice President, Program Operations and New Initiatives, helping to ensure a cohesive, effective Program Division. Do you want to serve as administrative anchor and support myriad teams on the cutting edge of addressing animal needs throughout the nation? If so, we encourage you to apply to join our team! Who We Are The Program division encompasses community-based veterinary services and sheltering operations. This division is made up of six verticals, including Animal Behavior, Community-Centered Medicine, Program Operations & New Initiatives, Shelter & Rehab Operations, Shelter Services, and Veterinary Medicine. This position will report to and work closely with the Senior Vice President of Operations & New Initiatives (SVP). The Operations & New Initiatives vertical drives strategic alignment, operational excellence, and workforce engagement across the ASPCA’s Program division. Key work within this vertical includes the ASPCA Veterinary Scholarship and the discovery and launch of new programmatic initiatives. What You’ll Do This position helps drive performance and excellence across Program and its six verticals providing leadership to administrative team members throughout the Division and a strong guiding voice to unify services across teams and locations and encourage an efficient, respectful team culture. The Director of Administration is responsible for overseeing the daily administrative functions of Program Ops and the Chief Program Officer (CPO) and works closely with both Program leaders and key partners in ASPCA Operations to establish and improve systems. This position requires initiative, with keen focus on finding and capitalizing on opportunities for enhanced efficiency and teamwork. The Director of Administration must be very organized, flexible, resourceful and efficient with top-notch written and verbal communication skills, sound judgement, and terrific people skills. This role will develop and lead process and communication improvements to ensure that the entire Program team has the leadership and support needed to successfully deliver on our mission. This position will report to the SVP Program Operations and New Initiatives, will partner with the Chief Program Officer and the Senior Director, Portfolio Management, Programs, and will have two direct reports. Where and When You’ll Work This remote-based position requires the ability and willingness to travel up to 15% annually and is open to all eligible candidates based within the United States. While remote, this position does require working primarily on East Coast business hours. What You’ll Get Compensation The target hiring range is based on where the employee works, which for remote roles is the employee’s primary location of residence, and its respective cost of labor. You can view which zone applies to you based on your location (aspca.app.box.com/v/aspcazonetable). For questions regarding locations not on the list, please send an email to [email protected] for more information. Starting pay for the successful applicant will depend on a variety of factors, including but not limited to education, training, experience, remote roles location, business needs, internal equity, market demands or budgeted amount for the role. The target hiring range is for new hire offers only, and compensation may increase beyond the maximum hiring range based on performance over time. The maximum of the hiring range is reserved for candidates with the highest qualifications and relevant experience. The expected hiring salary ranges for this role are set forth below and may be modified in the future. Zone 1: $98,000-$105,000 annually Zone 2: $109,000-$116,000 annually Zone 3: $119,000-$127,000 annually Benefits At the ASPCA, you don’t have to choose between your passion and making a living. Our comprehensive benefits package helps ensure you can live a rewarding life at work and at home. Our benefits include but are not limited to: Affordable health coverage, including medical, employer-paid dental and optional vision coverage. Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays and paid personal time off that allows flexibility to observe the days that mean the most to you. Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year. Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more. For more information on our benefits offerings, visit our website. Responsibilities: Responsibility buckets are listed in general order of importance, and include but are not limited to: Administrative Leadership Serve as the administrative lead for the Program Division, driving the effort to unify support across Program, building a cohesive team of administrative colleagues and elevating the entire administrative team’s efficiency. Ensure high performance, engagement, and that the team is cross-trained and able to support each other. Oversee administrative responsibilities for Program, including meeting and event planning, division-wide communications, expense report support and review, vendor setup, invoice entry and tracking, travel planning, etc. Partner with the Senior Director of Portfolio Management to ensure that the Program teams meticulously track metrics and key results, that monitoring and reporting systems are in place, and that teams effectively use data to track progress toward goals and to guide decisions. Ensure that high standards of timeliness and accuracy in reporting are met in providing service and support to internal and external stakeholders. Monitor the Organizational Calendar; structure Program schedules and reports to align with calendar milestones (e.g. quarterly and annual performance reviews, preparations for Town Hall, leadership chats, grand openings, etc.) Oversee Program administrative working groups focused on creating systems that improve efficiency and consistency in coordination with ASPCA Operations. Project manage, ensuring that members of the administrative team establish and stick to established timelines. Manage and provide logistical support to Program Senior Leadership Team for meetings, events, webinars and conference calls to include travel/accommodations, developing agendas, recording minutes, keeping time, and when needed, room setup, refreshments, A/V needs, and catering. Provide project support including note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and conducting document management. Oversee the collection, distribution, archiving and maintenance of departmental documentation, including program updates, training activities, metrics, planning documentation, and reports. Draft, proofread, and manage CPO communications with clarity and discretion, ensuring alignment with the CPO’s voice and style across emails and Workvivo posts as needed. Manage communications including all-staff announcements and inquiries to/from departmental mailboxes. People Management Manage two direct reports to help them succeed in their roles by communicating clear expectations, providing opportunities for learning & development, and building positive and trusting relationships Support your direct reports by holding regular effective feedback conversations, career conversations, annual performance evaluations, and ongoing check-in conversations on a cadence that’s appropriate for their role Articulate quality standards, hold self and others accountable for results, and celebrate success. Show empathy for others and create a non-judgmental environment that allows others to “be themselves,” building bonds and collaboration within and across teams Engage other administrative staff across the org, identifying opportunities to build connections, share best practices and align work to better support leaders across the organization. Executive Support Manage and protect calendars. Schedule and prioritize all appointments, troubleshoot scheduling challenges, and schedule group meetings, conferences, teleconferences and travel. Maintain a deep knowledge of these executives’ priorities and workflow. Perform long-range planning to ensure time is appropriately allocated for team meetings, skip levels, visits, and quarterly check-ins throughout the year, juggle frequent last-minute changes, and coordinate with internal and external constituents. Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare and submit expense reports. Monitor new technologies in use at the ASPCA, learn them, and guide Executives in implementation for maximum efficiency/effectiveness. Maintain the highest level of confidentiality while handling sensitive information and issues. Oversee special projects and initiatives as assigned by CPO and/or SVP, Operations & New Initiatives. Program Management Represent Program as a spokesperson for internal speaking engagements, facility tours, program overviews and other internal opportunities as needed. Design and facilitate team meetings Create presentations, spreadsheets, surveys and other documents supporting Program activities. Support program/training teams in applying for continuing education credit. Partner with Finance, Operations and Legal and other ASPCA departments to address and resolve Programs’ needs. Own miscellaneous Program team projects to ensure cross-functional operations. Qualifications: Proven ability to seek and build positive and productive relationships that allow coordination of activities and communications between individual stakeholders and teams Ability to maintain a variety of regular and irregular communication loops involving a wide-ranging audience Fluent in a variety of computer programs, including Outlook, Excel, and PowerPoint, with an affinity for adopting new technology quickly Ability to plan, organize and run high-level meetings of individuals and departments Ability to work under pressure, prioritize a wide range of tasks and deadlines, and change course as needed Demonstrates initiative, judgment, diplomacy, sensitivity, and respect for confidentiality Strong team player combined with ability to self-manage and work independently Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities Ability to work at multiple locations, including in office, at home, and occasionally at remote locations Strong verbal and written communication, including excellent grammar and editing and proofreading skills Proactive with the ability to anticipate needs Excellent organizational skills Familiarity with Workday, Salesforce, Airtable, Box and Canva strongly preferred Proficiency in Microsoft Word, Excel and PowerPoint required Ability to exemplify ASPCA’s core values and behavioral competencies Education and Work Experience: Bachelor’s degree or equivalent professional experience required 7 years of experience providing administrative support with at least 2 years of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required 2 years’ experience managing people required 3 years of experience booking travel arrangements for others (e.g. booking flights, hotels, etc.) and making meeting arrangements (virtual and on-site) for others, required Experience taking meeting minutes and outlining and helping lead next steps required Experience designing, presenting and facilitating meetings required Writing and editing experience strongly preferred Experience with budgeting support and expense reporting for others strongly preferred Experience with event and/or conference planning, set-up and execution strongly preferred Experience with project management preferred Familiarity with animal welfare preferred Qualifications: See above for qualifications details. Language: English (Required) Education and Work Experience: Bachelors The ASPCA was founded in 1866 on the belief that animals are entitled to kind and respectful treatment by humans and must be protected under the law. As a 501(c)(3) not-for-profit corporation with more than two million supporters nationwide, the ASPCA is committed to preventing cruelty to dogs, cats, equines, and farm animals throughout the United States. The ASPCA is headquartered in New York City, where we maintain a full-service animal hospital, spay/neuter clinic, mobile spay/neuter and primary pet care clinics, a rehabilitation center for canine victims of cruelty, kitten nursery, adoption center, and two community veterinary centers. The ASPCA also operates programs and services that extend nationwide. We assist animals in need through on-the-ground disaster and cruelty interventions, behavioral rehabilitation, animal placement, legal and legislative advocacy, and the advancement of the sheltering and veterinary community through research, training, and resources. At the ASPCA, we are committed to fostering a collaborative and compassionate culture and we welcome all voices to contribute to our lifesaving mission. Our staff represent a vast array of backgrounds and diversity dimensions, bringing with them valuable experiences and perspectives. They join the ASPCA to learn, grow, and continually do their best work on behalf of animals. We are inspired by our staff, partners, and the communities we support across the country who work to improve animal lives. We are committed to diversity, equity, and inclusion at the ASPCA because it elevates our organizational culture, aligns with our Core Values, and enables us to move further and faster toward the ASPCA’s vision – that all animals live good lives; valued by society, protected by its laws, and free from cruelty, pain and suffering.

Requirements

• Proven ability to seek and build positive and productive relationships that allow coordination of activities and communications between individual stakeholders and teams
• Ability to maintain a variety of regular and irregular communication loops involving a wide-ranging audience
• Fluent in a variety of computer programs, including Outlook, Excel, and PowerPoint, with an affinity for adopting new technology quickly
• Ability to plan, organize and run high-level meetings of individuals and departments
• Ability to work under pressure, prioritize a wide range of tasks and deadlines, and change course as needed
• Demonstrates initiative, judgment, diplomacy, sensitivity, and respect for confidentiality
• Strong team player combined with ability to self-manage and work independently
• Proven problem-solver and generator of new ideas with strong sense of team culture and opportunities
• Ability to work at multiple locations, including in office, at home, and occasionally at remote locations
• Strong verbal and written communication, including excellent grammar and editing and proofreading skills
• Proactive with the ability to anticipate needs
• Excellent organizational skills
• Proficiency in Microsoft Word, Excel and PowerPoint required
• Ability to exemplify ASPCA’s core values and behavioral competencies
• Bachelor’s degree or equivalent professional experience required
• 7 years of experience providing administrative support with at least 2 years of experience providing administrative support at the executive level, including managing calendars for others and providing logistic support for ongoing work and priorities required
• 2 years’ experience managing people required
• 3 years of experience booking travel arrangements for others (e.g. booking flights, hotels, etc.) and making meeting arrangements (virtual and on-site) for others, required
• Experience taking meeting minutes and outlining and helping lead next steps required
• Experience designing, presenting and facilitating meetings required
• English (Required)

Nice To Haves

• Familiarity with Workday, Salesforce, Airtable, Box and Canva strongly preferred
• Writing and editing experience strongly preferred
• Experience with budgeting support and expense reporting for others strongly preferred
• Experience with event and/or conference planning, set-up and execution strongly preferred
• Experience with project management preferred
• Familiarity with animal welfare preferred

Responsibilities

• Serve as the administrative lead for the Program Division, driving the effort to unify support across Program, building a cohesive team of administrative colleagues and elevating the entire administrative team’s efficiency.
• Ensure high performance, engagement, and that the team is cross-trained and able to support each other.
• Oversee administrative responsibilities for Program, including meeting and event planning, division-wide communications, expense report support and review, vendor setup, invoice entry and tracking, travel planning, etc.
• Partner with the Senior Director of Portfolio Management to ensure that the Program teams meticulously track metrics and key results, that monitoring and reporting systems are in place, and that teams effectively use data to track progress toward goals and to guide decisions.
• Ensure that high standards of timeliness and accuracy in reporting are met in providing service and support to internal and external stakeholders.
• Monitor the Organizational Calendar; structure Program schedules and reports to align with calendar milestones (e.g. quarterly and annual performance reviews, preparations for Town Hall, leadership chats, grand openings, etc.)
• Oversee Program administrative working groups focused on creating systems that improve efficiency and consistency in coordination with ASPCA Operations.
• Project manage, ensuring that members of the administrative team establish and stick to established timelines.
• Manage and provide logistical support to Program Senior Leadership Team for meetings, events, webinars and conference calls to include travel/accommodations, developing agendas, recording minutes, keeping time, and when needed, room setup, refreshments, A/V needs, and catering.
• Provide project support including note taking; recording and archiving notes, decisions, and action steps; tracking tasks and follow-ups; and conducting document management.
• Oversee the collection, distribution, archiving and maintenance of departmental documentation, including program updates, training activities, metrics, planning documentation, and reports.
• Draft, proofread, and manage CPO communications with clarity and discretion, ensuring alignment with the CPO’s voice and style across emails and Workvivo posts as needed.
• Manage communications including all-staff announcements and inquiries to/from departmental mailboxes.
• Manage two direct reports to help them succeed in their roles by communicating clear expectations, providing opportunities for learning & development, and building positive and trusting relationships
• Support your direct reports by holding regular effective feedback conversations, career conversations, annual performance evaluations, and ongoing check-in conversations on a cadence that’s appropriate for their role
• Articulate quality standards, hold self and others accountable for results, and celebrate success.
• Show empathy for others and create a non-judgmental environment that allows others to “be themselves,” building bonds and collaboration within and across teams
• Engage other administrative staff across the org, identifying opportunities to build connections, share best practices and align work to better support leaders across the organization.
• Manage and protect calendars.
• Schedule and prioritize all appointments, troubleshoot scheduling challenges, and schedule group meetings, conferences, teleconferences and travel.
• Maintain a deep knowledge of these executives’ priorities and workflow.
• Perform long-range planning to ensure time is appropriately allocated for team meetings, skip levels, visits, and quarterly check-ins throughout the year, juggle frequent last-minute changes, and coordinate with internal and external constituents.
• Complete all travel logistics and itineraries, facilitate preparation for travel, and prepare and submit expense reports.
• Monitor new technologies in use at the ASPCA, learn them, and guide Executives in implementation for maximum efficiency/effectiveness.
• Maintain the highest level of confidentiality while handling sensitive information and issues.
• Oversee special projects and initiatives as assigned by CPO and/or SVP, Operations & New Initiatives.
• Represent Program as a spokesperson for internal speaking engagements, facility tours, program overviews and other internal opportunities as needed.
• Design and facilitate team meetings
• Create presentations, spreadsheets, surveys and other documents supporting Program activities.
• Support program/training teams in applying for continuing education credit.
• Partner with Finance, Operations and Legal and other ASPCA departments to address and resolve Programs’ needs.
• Own miscellaneous Program team projects to ensure cross-functional operations.

Benefits

• Affordable health coverage, including medical, employer-paid dental and optional vision coverage.
• Flexible time off that includes vacation time, sick and bereavement time, paid parental leave, 10 company paid holidays and paid personal time off that allows flexibility to observe the days that mean the most to you.
• Competitive financial incentives and retirement savings, including a 401(k) plan with generous employer contributions — we match dollar-for-dollar up to 4% and provide an additional 4% contribution toward your future each year.
• Robust professional development opportunities including classes, on-the-job training, coaching and mentorship with industry-leading peers, internal mobility, opportunities to support in the field and so much more.

What This Job Offers

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