Director of Administration

Reporting to the Chief Operating Officer, this position offers the opportunity to lead a department in one of Trenton’s anchor nonprofits. The ideal candidate is looking to continue their growth in nonprofit leadership, or is making a switch from the for profit world. In either case, you see nonprofit executive leadership in your future, and are eager for the opportunity to build and maintain excellent infrastructure support for a mission-driven organization. Job description attached.

Trenton Health Team offers a competitive salary and benefits in a hybrid work environment (typically 2 days per week in office), along with a warm, collaborative, mission-driven culture.

For consideration, please upload a resume and cover letter in one file with your application. Your cover letter should explain your interest in this position and how it relates to your experience and interests.

Job Description:

SUMMARY: This person directs all administrative functions at THT, including Human Resources, Office Management, Facilities and IT. They ensure smooth operations of these functions, and introduce improvements and innovations to ensure the needs of the whole organization are met. The position plays a key role in supporting and championing THT’s collaborative culture, including our commitment to equity, diversity, and inclusion. This person works hand in hand with the Directors of Finance and Development to ensure that THT’s mission-focused work remains strongly supported.

• Arrange for the provision of general resources needed by staff for their work, including appropriate software and hardware work tools.
• Actively seek innovations to THT processes, making use of emerging technology
• Ensure full compliance with THT’s policies on privacy and security
• Oversee THT’s office facilities including security, parking, ambient temperature, cleanliness, tidiness and provision of necessary supplies.
• Manage THT’s relationships with key providers such as our Landlord, IT Service Provider, Professional Employment Organization, Cleaning Contractor etc.
• Ensure that THT’s work culture and support for employees extends to our satellite sites

• Oversee the whole of THT’s human resources function, making effective use of contractors and contracted Professional Employment Organization, including systems for:
  • Proper maintenance of HR records
  • Payroll, timecard and benefits
  • Recruiting and onboarding
  • Performance management
• Culture:

  Monitor THT work culture and support the maintenance of a warm, collaborative, mission-driven culture.

• Performance management:
  • Support THT’s ongoing shift towards accountability for internal and external goals through effective design of the annual review and goal setting processes. Make recommendations regarding the strategic direction of the performance management process, including objective setting, the use of peer and upward feedback, rating scale definition, and timeline
  • Ensure that systems support an efficient and effective performance management process
• Pay equity:
  • Ensure that THT remains abreast of market rates for positions, and that pay and benefits are maintained equitably across the organization
• Employee relations:
  • Acts as the primary point of contact for employees and leaders on all HR-related items including handling employee complaints and disciplinary actions. Proactively identify potential employee-relations issues and act on behalf of THT to reduce organizational risk
  • Provide coaching to employees, and supervisors in effective interpersonal communications, performance management, and conflict resolution.
  • Ensure appropriate channels for regular employee feedback
  • Ensure that employees can easily access information relating to their employment, and that appropriate policies and procedures are fully documented
• Training:
  • Support THT’s staff training needs through design of training programs, helping access appropriate external training and ensuring equitable access to professional development opportunities

• Contribute to the financial health of THT:
  • Manage the HR, Office Management and Facilities budgets
  • Oversee adherence to THT purchasing policies
  • Work with vendors to keep costs under control while providing needed functionality
  • Support the COO in organizational budget planning

• Ensure that the IT needs of the THT team are met through balancing the use of our external Managed Service Provider, along with internal support.

• Supervise one to three staff members.
• Carry out supervisory responsibilities in accordance with the organization’s policies and applicable laws.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

• Bachelor’s Degree (BA) from a four-year college or university plus ten years of related experience and/or training, or equivalent combination of education and experience. Relevant work experience includes successively responsible positions in nonprofit or corporate administration or project management.
• Other skills required:
  • Working knowledge of HR laws and regulations.
  • Broad understanding of administrative support functions in a nonprofit setting
  • Ability to take a ‘system-wide’ view as well as operate at a detailed level
  • Strong persuasive writing; effectively present information in one-on-one and group situations to customers, clients and other employees of the organization.
  • Project management and supervision.
  • Fluent spoken and written English
  • Cultural humility and the ability to celebrate diversity in all its forms

• Current/prior connection to the Trenton community is strongly desired.
• Prior supervisory experience
• Spanish language proficiency

• Google Suite including Gemini
• Enthusiasm for adopting new technology
• Basic Excel modelling
• Ability to learn about and evaluate new tools