Equal Opportunity Employer
The mission of the Health Federation of Philadelphia is to promote health equity for marginalized communities by advancing access to high-quality, integrated, and comprehensive health and human services. Health equity is at the heart of all our work. We believe in and are firmly committed to equal employment opportunity for employees and applicants. We do not discriminate on the basis of race, color, national or ethnic origin, ancestry, age, religion, disability, sex or gender, gender identity and/or expression, sexual orientation, military or veteran status. This commitment applies to all aspects of the Health Federation of Philadelphia’s employment practices, including recruiting, hiring, training, and promotion.
JOB SUMMARY The Director of Administrative Services is a new, full-time opportunity to manage and help grow the business operations, infrastructure and finances within the Health Federation of Philadelphia. We are seeking an individual who contributes to big picture strategy, and enjoys day-to-day operations work. The major responsibilities for this role include defined areas of Finance and Accounting, Technology and Data Management, and Office and Facilities Management.
JOB SPECIFICATIONS
Responsibilities/Duties
• Manage the day-to-day operations and facilities for our current hybrid (remote and in-person) team, supervise staff, regularly identifying areas of improvement to ensure a secure, efficient and collaborative work environment.
• Serve as a thought-partner and trusted advisor to HFP leadership team on key organizational and everyday office issues.
• Build on and advance existing infrastructure for operations and IT by regularly updating technology plans and purchasing of computer equipment, overseeing day-to-day operations to ensure efficient, safe, and collaborative functioning and stylish presentation of our office and remote working environments, managing facilities and equipment leases and working with vendors to resolve problems and disputes.
• Provide direct support services for all Philadelphia Department of Public Health contracts including: contract administration for over 20 contracts, fostering positive relationships, overseeing Independent contractors, vehicle management, and program services support.
• Oversee HFP and PDPH contract compliance including: audit support, business disclosure reporting, and insurance certificates.
• Review and develop contracts with vendors and business partners.
• Coordinate Health Federation technology by working with the external technology vendor, coordinating technology projects and upgrades, software updates, compliance, tracking computer inventory and managing and tracking cellphones.
• Oversee all corporate insurances including renewals, updates to insurance agents, HFP policy updates and required reporting.
• Coordinate space management at multiple locations regarding new and existing office space, seating charts, equipment set-up for new hires and moves, and liaison with building management.
• Develop and provide new employee office orientation, including office space setup, technology coordination, and orientation to administrative processes, i.e., reimbursements and invoice submissions via Certify, copier, phone, room reservation, virtual system use, and who’s who contacts.
• Manage office supplies, furnishings, and decor and work with office supply vendors and contractors.
Qualifications
Education
Minimum of a bachelor’s degree in business, accounting or a related financial field and/or comparable work experience.
Skills/Experience
• At least five years of experience in an administrative leadership position in a major corporation or industry
• Established experience in administrative/operations services
• Strong communication (both written and verbal), leadership and time management skills
• Proficient with the use of computers and software programs, with the ability to learn new applications quickly.
• Critical thinking, interpersonal and problem-solving skills
• Strong analytical skills, detail-oriented and exceptional organizational and multitasking abilities
• Able to handle multiple tasks and manage project timeline with a high degree of organizational skill
• Ability to work with a variety of cultures and diverse audiences
• Supervisory experience preferred
• Non-profit experience preferred
Work Environment:
Standard office setting with extended periods at work station and periodic use of office equipment.
Position Type and Work Schedule:
Full time position, typical hours are Monday through Friday 8:30 am to 5:00 pm. Flex office schedule options available with supervisor approval.
Travel:
Local travel to multiple sites.
Physical Demands:
Ability to transport materials, routinely moves equipment or supplies weighing up to 30 lbs.
Proof of COVID-19 Vaccination Requirement:
Proof of COVID-19 Vaccination must be produced upon hire.
Salary and Benefits:
Our employees are our most valuable resource, so we offer a competitive and comprehensive benefits package, which can include:
• Medical with vision benefits
• Dental insurance
• Flexible spending accounts
• Life, AD&D and long-term care insurance
• Short- and long-term disability insurance
• 403(b) Retirement Plan, with a company contribution
• Paid time off including vacation, sick, personal and holiday
• Employee Assistance Program
Eligibility and participation is handled consistent with the plan documents and HFP policy.
DISCLAIMER
The Health Federation reserves the right to modify, interpret, or apply this job description in any way the Company desires. The above statements are intended to describe the general nature and level of work being performed by an employee assigned to this position. This job description in no way implies that these are the only duties, including essential duties, responsibilities and/or skills to be performed by the employee occupying this position. This job description is not an employment contract, implied, or otherwise. The employment relationship remains “at will.” The aforementioned job requirements are subject to change to reasonably accommodate qualified disabled individuals.