United States of America: Administrative Director

Position Title: Administrative Director

Reports to: Executive Director, COPE

Location: COPE Program, Navajo Nation (Gallup, New Mexico)

Organizational Profile

Partners In Health (PIH) is an international health organization relentlessly committed to improving the health of the poor and marginalized. PIH partners with local governments to build local capacity and works closely with impoverished communities to deliver high-quality health care, address the root causes of illness, train providers, advance research, and advocate for global policy change.

PIH currently has implementation programs in Haiti, Rwanda, Lesotho, Liberia, Malawi, Peru, Mexico, Russia, Sierra Leone and Navajo Nation. Through our partnership with Harvard Medical School and the Brigham and Women’s Hospital, we support a wide range of programs in dozens of other countries around the world.

COPE (Community Outreach and Patient Empowerment) is a PIH Sister Organization and a non-profit entity 501©3 based in Gallup NM. COPE’s Vision is to eliminate health disparities and improve the wellbeing of American Indians and Alaska Natives. The three areas of strategic focus for COPE’s work are:

• Improve health care delivery to Native families through community-based outreach by community health workers;
• Increasing access to healthy foods and promoting food sovereignty in tribal communities;
• Strengthening local capacity and partnerships to bring about system-level change.

General Responsibilities

Reporting to the Executive Director, the Administrative Director serves as a central pivot of the administrative and finance team to drive the financial, operational, human resource (HR), and compliance activities at COPE. The Administrative Director will play a key role in enabling COPE to achieve its mission.

The Administrative Director, working closely with the Executive Director and in close collaboration with Partners In Health, will help oversee COPE operations in accordance with COPE’s strategic plan. The position is full-time, 40 hours a week.

Specific Responsibilities

The Administrative Director will assume day-to-day oversight of administrative and financial aspects related to all of COPE’s ongoing and emerging activities. The COPE team is currently comprised of approximately 24 staff, including six managers, and has an annual operating budget of approximately $3.5M. All staff are employed either by PIH or Brigham Women’s Hospital (BWH), depending on their function. The Administrative Director will be responsible for the supervision 3-7 staff, including interns. The Administrative Director will provide general operational, financial and HR support to the Executive Director, including financial accounting, grants compliances and office operations. This individual will also liaise with PIH/BWH teams related to finance, grants compliance, and HR, as well as development and communications as needed.

The principal responsibilities of the position will include:

• Act as spending authority and provide financial oversight and grant compliance on funds within COPE’s portfolio. This includes working with the Finance team and Program Managers to: (50%)
  • Develop, implement, and monitor organization-wide policies and procedures related to overall financial and legal compliance.
  • Support Program Managers to monitor program budgets and make proactive fiscal adjustments as needed.
  • Strengthen COPE’s global finance and budget reporting systems to ensure transparency and meticulous fiscal oversight, including budget management, financial analysis, timely and automated financial reports.
  • Leading annual and midyear budget processes including the rollout of any budget planning tools and targets.
  • Provide financial input to forecast development needs.
  • Support preparation of financial reports and analyses, for Executive Committees, grants, funders, annual reports, BOD, etc.
  • Overseeing annual fiscal reporting, including annual external audit.
• Support staffing and Human Resource activities in collaboration with the Executive Director, Managers and the Administrative team: (20%):
  • To develop job descriptions, hiring protocols, on-boarding/off-boarding, orientation, and training programs for COPE staff.
  • To design continuous professional development plans for COPE staff, with input from staff regarding specific areas of interest or development needs when applicable.
  • To oversee COPE staff performance evaluation process and to assist staff with Individual Development Plans.
• Provide administrative oversight for program operations as well as planning for operational growth and organizational systems including (30%):
  • Developing and implementing organizational policies and procedures, including a Risk Management Plan, Employment Practices Policies, and other policies that reflect COPE’s “start-up” phase as a 501©3 and its transition to independent administrative capacity from its sister organizations.
  • Administering legal requirements and reporting as a 501©3.
  • Assisting the Executive Director with BoD activities.
  • Manage MOUs and ensure documentation is submitted.
  • Other duties assigned by Executive Director

Qualifications

• Honesty, accountability and transparency.
• CPA or MBA required
• Master’s degree with a major or concentration in economics, business, accounting or finance.
• Minimum of 10 years’ experience.
• Experience in working with Accounting Software systems such as Microsoft Dynamics.
• Experience with grants management and government funding preferred.
• Excellent analytical, organizational, and problem solving abilities.
• Strong accounting and internal control knowledge.
• Detail orientation with the ability to quickly master subject matter and see it in the context of a broader operational framework.
• Exemplary interpersonal skills; ability to collaborate effectively with culturally diverse staff across departments and country.
• Interest in social justice strongly desirable.
• Experience working with underserved populations.
• Willing to reside near or in Gallup, NM (location of COPE office)
• Local knowledge of Navajo culture and tribal health system a strong asset. Experience in early phase of non-profit organizations preferred.

Partners In Health is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Apply through our career site: Administrative Director