Director of Administration – Youth For Understanding USA National Office – Washington, DC

Mission: Youth for Understanding (YFU) advances intercultural understanding, mutual respect and social responsibility through educational exchanges for youth, families and communities. Through the exchange experience, YFU students gain intercultural understanding, learn mutual respect, and develop a sense of social responsibility. Their experience abroad gives them leadership competencies necessary to meet the challenges and benefit from the opportunities of a fast-changing global community.

Purpose of Position: The Director of Administration leads the efforts of YFU’s Administration team, continually evaluating and enhancing the team’s organizational design, staffing, and functioning to meet business goals and to improve overall operations and effectiveness while continuously developing the team to achieve their potential. This position has direct oversight for the operational aspects of YFU, including human resources, facilities and events space management (revenue center), information technology, and administrative support. These functions include support of additional office locations in two states as well as dozens of remote (home-based) staff.

Leadership

Participate in the development of YFU’s direction, plans, and programs as a strategic partner to the CEO, VP of Administration and the Exchange Experience and senior leadership team, with a special emphasis on the impact of human resource strategy.
Direct the planning, development, implementation and maintenance and all Division budgets.
Provide guidance and direction to improve the overall professionalism of the department and the support provided to YFU.
Plan and direct the continual upgrading of equipment, systems and procedures to maintain pace with technological progress, economic change, and business needs.
Establish credibility with management and employees throughout YFU becoming an effective proponent and problem solver.
Administer and manage policies, standards, practices, and security measures for all YFU functions to assure effective and consistent organizational operations.

Human Resources

Provide strategic direction of YFU’s human resources in accordance with federal, state, and local law; YFU philosophy and policies; as well as business and industry best practices.
Assume overarching responsibility for the employee performance management process in coordination with YFU’s organization-wide and team objectives, including administration of employee performance plan development and check-in; assisting managers and employees with inquiries and problem resolution.
Develops multi-year plans for continuous process improvements to maintain the quality, efficiency and overall effectiveness of human resource functions and systems including the HRIS, recruitment, wellness programming, compensation, payroll functions, and internal controls, thereby creating and maintaining YFU’s competetive edge for recruitment and retention.
Develop recruitment strategies, implementation plans, and programs promoting internal staff advancement as well as seeking outside candidates when appropriate.
Utilize human resource planning models to identify employee competencies and growth opportunites.
Develop a employee succession planning program.
Monitor and facilitate employee relations activities, including coaching supervisory staff on effective management practices, including interpersonal skills, time management, communication, mediation, and disciplinary processes.
Oversee the YFU wellness programming to ensure program objectives are met including fitness assessments, fitness programming, communications and other planned initiatives that position the wellness package as a valuable part of the employee benefits program.
Review and standardize YFU’s compensation and benefits structure.
Evaluate diversity needs and provide recommendations on how to achieve diversity and inclusion goals to senior leadership.

Administration and Facilities

Direct facility management functions for the National Office, including acting as liaison with property management, subtenants, vendors, and contractors.
Provide oversight and guidance for YFU administrative services, including but not limited to: mailing, shipping, housekeeping, supplies, purchasing, and vendor relations.
Direct subtenant relations and create a superior experience for common gathering areas in spaces through supervision of receptionists and facility management personnel.
Monitor and ensure timely and accurate invoicing for accounts payable and receivable for responsible areas including mail services, facilities, supplies, and events management.
Direct procurement activities to ensure efficient facility and administrative support functions are maintained.
Conduct quality audits to ensure the facility is safe, including adequate security measures provided for daily business and special events.
Oversee the document management process to ensure fiscally and legally sound retention and organization of records.
Lead the development of facility planning to meet the short and long-term needs for YFU as an organization, the employees, visitors, tenants and beneficiaries of YFU programs.
Provide leadership and general direction to assigned administrative support, ensuring adequate staffing and resources for daily operations as well as special events.

Education & Training Center

Lead staff responsible for day-to-day operations, contracts, scheduling and sales for the Education & Training Center space.
Provide guidance and leadership to Education Center Manger ensuring appropriate policies, processes, and resources for access, security, maintenance, set-up/tear-down, and audio visual use and functionality.
Monitor and ensure achievement of revenue goals for Education Center space.
Direct customer support activities in planning for events, direct customer support and evaluation of services to ensure high quality customer service is provided and issues are remediated proactively to ensure repeat contracts that build upon revenue.

Information Technology

Create and chair the YFU Information Technology Committee whose mission will be to act as oversight on IT matters, set the information technology strategic direction of YFU, and advise the VP of Administration with policy recommendations and technology plans for consideration and implementation.
Act as the liaison for the VP of Administration to the Information Technology Department providing significant project management oversight and needs assessments.
Ensure proper oversight of network administration, phone system management, security systems and overall evaluation.

Qualifications and Knowledge

Master’s degree in human resources, business administration, public administration, or related discipline preferred; or equivalent progressive work experience
Certification in Human Resources (SPHR or SHRM-SCP are preferred)
Minimum of twelve years of progressively responsible work experience in Human Resources, business administration, facilities management, information technology or related field.
Non-profit experience is desirable
Information Technology project management experience preferred
Minimum of eight years supervisory and leadership experience required
Ability to work effectively with a variety of people
Excellent communication skills, both oral and written, with excellent interpersonal skills
Excellent computer skills including Microsoft Office and HRIS systems
Flexibility, dependability, and ability to work well under pressure
Strong organizational, prioritization and problem solving skills
Strong analytical abilities to collect data, conduct benchmarking and provide executive recommendations and reporting
Able to perform well in a team-oriented environment

ADA Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This role routinely uses standard office equipment such as computers, telephones, photocopiers, filing cabinets and fax machines.
This is largely a sedentary role; however, some filing is required.
This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Basic math skills needed to calculate formulas, commissions, discounts, etc.
Must be able to lift up to 10 pounds.

This job description will be reviewed periodically as functions and responsibilities change with business necessity. Essential and marginal job functions are subject to modification.

How to apply

If you are qualified and interested in being considered for this position, please e-mail your resume with cover letter and salary expectations to: Youth For Understanding USA Human Resources Department E-Mail: jobs@yfu.org. Please include “DIRADMN” in the subject line. Please visit our website http:yfuusa.org/about-yfu/careers.php for a full description.

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