The Director of Administration is a new position in the headquarters office of Lambda Legal, created to bring professional leadership to addressing the operational, administrative and compliance issues facing a growing national organization with over 100 staff in five offices around the country.
Lambda Legal is the leading national, nonprofit organization working to achieve full recognition of the civil rights of lesbian, gay, bisexual, and transgender (LGBT) people and those with HIV through impact litigation and other strategies that leverage deep legal expertise. Founded in 1973 and headquartered in New York City, Lambda Legal has regional offices in Los Angeles, Chicago, Atlanta and Dallas.
The Director of Administration reports to the Chief Financial and Administrative Officer, and collaborates closely with the Directors of Human Resources, Information Technology and Finance, who are the other members of the Administration and Finance leadership team. The Director will provide leadership in achieving smoothly functioning, cost-effective administrative operations throughout the organization.
ESSENTIAL DUTIES AND RESPONSIBILITIES
The Director of Administration oversees the operational and administrative infrastructure of Lambda Legal. They passionately drive for continued improvements in efficiency and effectiveness of all operational systems and procedures, and foster effective communication and collaboration across the organization. Specific responsibilities include, but are not limited to:
a) Office management: Assure smooth operation of routine office functions (supplies, equipment, facilities, etc.) in each office through:
i) Supervision of an office manager and receptionist in the headquarters office; and
ii) Setting expectations for, and providing leadership and support and to, the office management staff who report to the Regional Directors in each of four smaller, regional offices.
b) Administrative Communications:
i) Provide editing and quality control to assure clear, timely and effective communications from the IT, HR, Finance and Administration departments; and
ii) Manage content on an intranet site to assure that all staff have ready access to timely and accurate information about Lambda Legal’s policies, procedures, personnel, board, benefits, calendars, schedules and such other information as may be needed to support them in their work; and collaborate with the Director of IT to assure that the site is effective and appropriately used.
iii) Provide coaching and editorial leadership to support the IT, HR and Finance departments in communicating clearly with staff across the organization.
c) Facilities: Oversee all aspects of leases, relocations, renovations, maintenance contracts, and landlord relations for all offices around the country (with day-to-day matters delegated to the office managers).
d) Compliance: Identify and assure compliance with government regulations, Lambda Legal internal policies and contractual obligations, including but not limited to registrations and reporting to comply with state and local laws and regulations across the country regarding fundraising, charitable gift annuities, sales taxes and other regulations; select and supervise fundraising registration firm.
e) Vendor selection and contracting: Maintain and enforce appropriate vendor selection and contracting standards; support staff across the organization in expeditiously achieving clear and effective contracts consistent with employment and other laws as well as Lambda Legal policies; collaborate with Director of Finance to develop and assure appropriate practices for central oversite of the approval, filing and administration of contracts.
f) Insurance: Manage the purchasing of all corporate insurance (other than health-related), including liability, malpractice, property, special events, workers compensation, employment practices and such other policies as may be necessary. Assure that certificates of insurance are made available for special events in a timely way.
g) Equipment: Collaborate with the Director of IT and oversee Office Managers to plan for, lease or buy and maintain office copiers, printers, postage meters and similar equipment.
h) Safety and security: Assure all aspects of office safety, security and disaster preparedness.
i) Travel: Design and monitor hotel and transportation booking processes for staff across the country to assure that staff can easily book travel arrangements that will meet their business needs at the lowest possible cost. This is expected to involve researching, selecting and contracting with a corporate travel management service and integrating this with our Concur expense management platform.
j) Records retention: Provide leadership and oversight to assure that paper and electronic records are retained, filed, stored and destroyed consistent with Lambda Legal’s records retention policy and best practices; manage contracts with offsite storage facilities.
k) Operations Improvement: Lead and facilitate assessment, planning and implementation for cross-departmental projects to improve program and administrative effectiveness and efficiency through better deployment of staff and technology.
The Director of Administration will supervise the Office Manager and Receptionist in the Headquarters (New York) Office.
Experience and Competencies:
The successful candidate will have significant experience with, or understanding of, most of the areas of responsibility. They will bring demonstrated initiative and ability to lead, manage and execute these or similar functions, and the ability to motivate and guide those who do not report to them through leadership and facilitation. They will be ready to “roll up their sleeves” and work flexibly with others to assure great outcomes. Additionally, they will possess the following competencies:
- Service orientation: Motivated to anticipate and respond to the needs of internal and external stakeholders, exercising judgment to appropriately balance competing priorities and concerns.
- Collaborative: Gains and maintains trust among colleagues; seeks and effectively uses input from colleagues to create solutions that address the needs of multiple constituencies.
- Meticulous and organized: Carefully and accurately identifies and attends to significant details; creates transparent systems to effectively track details, store information and assure that deadlines and requirements are met.
- Intellectually nimble: Able to quickly learn and understand a wide array of content areas and think creatively to solve problems and meet needs.
- Professional judgment: Envisions and considers possible repercussions of actions and chooses or recommends choices that are most appropriate for the situation and in the best interests of the organization and its stakeholders.
- Effective communicator: Listens effectively; has a passion for clear communications, including an ability to see processes, procedures, rules and other communications from the user/recipient’s point of view; writes with the clarity and precision required for formal agreements; is articulate in all matters relating to the job requirements.
Experience working in an organization with affiliates, chapters or regional offices, and/or with a matrix structure, would be a significant plus.
All employees of Lambda Legal are expected to exhibit a deep commitment to multiculturalism and to the civil rights of lesbians, gay men, bisexuals, transgender people and people with HIV.
Education and Training:
- Bachelor’s degree or equivalent.
- Legal or paralegal training, or training in any aspect of the position would be a plus.
- Master’s Degree in a related field would be a plus.
Salary will be commensurate with experience. Excellent benefits package including medical, dental, life and long-term disability insurance and employer contribution to retirement plan. Generous vacation.
The position is open until filled. Please send resume and cover letter to firstname.lastname@example.org. Include the words “Director of Administration” in the subject line of your email.
No calls please. Due to the likely high volume of applications, Lambda Legal cannot return phone calls about the position and, regrettably, cannot notify applicants of the status of applications unless an interview is requested.
Lambda Legal is committed to building and maintaining a diverse staff and is an equal opportunity employer. People of color, transgender and gender-nonconforming people, people with abilities in multiple languages, immigrants, and people with disabilities, including everybody living with HIV, are encouraged to apply.