Assistant Director of Administration
Location: 924 G Street NW, Washington, DC 20001
Division: Central Services—Facilities and Administration
About Us:
Catholic Charities, DC is the largest Non-Profit provider of social services in Washington, DC and the metropolitan area. Catholic Charities celebrated 75 years of service to the community in 2004. Currently, Catholic Charities serves nearly 80,000 people annually at 28 different sites in Washington, suburban and southern Maryland. Providing a full-range of services for families and individuals; Catholic Charities offers housing, education, health and legal services, refugee and immigration, childcare, emergency assistance, food programs, foster care, pregnancy and adoption services, and more.
Job Summary:
This position assists the Director in managing property assets valued at approximately $30M. Responsibilities include the management of administrative services and facilities for all of Catholic Charities.
Duties:
Assist with the following duties and responsibilities as directed by the Director of Administration and Facilities:
- Responsible for furniture, fixtures and equipment acquisition and maintenance, and for all major vendor agreements pertaining to the Agency.
- Manage the Agency’s Donation Program (except vehicles) including non-cash gifts valued over $500.00 to ensure Agency programs/facilities benefit and thereby reduce expenses through donations in lieu of purchases.
- Oversee risk management and liaison with insurance carrier on all insurance
issues affecting the Agency. Negotiate terms with insurance carrier. In addition, resolve disputes and other matters as necessary. Also, maintain insurance inspection property files and follow-up on inspection reports.
- Assist in the management of contracted services for Catholic Charities including preparation of RFPs, selection contractors and monitoring of contracts.
- Monitor all Agency facility inspections, complete inspections for facilities as assigned by the Director.
- Assist in the development and implementation of Catholic Charities programs for Emergency Preparedness and Authorized Driver Procedures.
- Coordinate with Spanish Catholic Center, Anchor and Kennedy Institute all repairs over $2,500.
- Manage the Agency’s Vehicle Program including assignment of vehicles, ensuring that drivers comply with relevant laws, licensing requirements, and Agency procedures and practices.
- Manage expenditures related to Administrative Services.
10. Obtain and approve quotations for construction and repair work at Agency facilities.
11. Make appropriate recommendation for office assignments, ensuring maximum use of available office space. Coordinate office moves with staff, contractors and vendors. Provide information or make available office furniture and equipment to employees to ensure ergonomically sound work environment.
12. Ensure property tax exemptions and appropriate licenses are in effect for all properties in accordance with federal, state, county and local laws and regulations.
13. Maintain up-to-date procedure manuals for each area of responsibility.
14. Direct and supervise individuals in those duties that fall within the Director’s area of responsibility, and provide evaluation of the individual’s effectiveness.
15. Maintain the files for administrative correspondence and vendors.
16. Regularly inspect buildings to determine deferred maintenance and property deficiencies issues. Plan for repairs including budgetary needs.
17. Direct, oversee and/or coordinate telephone system including cell phone operations to include lines, programming and hardware.
18. Direct and oversee Agency mail distribution, housekeeping and maintenance for the Agency.
19. Negotiate all major vendor service agreements to ensure cost effective processes in accordance with Best Practice Standards.
20. Manage purchase and maintenance of furniture, fixtures, and equipment to ensure cost containment through aggressive negotiation and use of donations in lieu of purchases where possible.
21. Oversee the performance of all major vendor service agreement including equipment and building systems to ensure safe and efficient operation.
22. Maintain a high level of customer service in Administrative Services.
23. Serve on various committees, task groups and other advisory groups as directed.
24. Perform other duties related to administrative services and facilities management that may be assigned.
Qualifications:
- Bachelor’s degree and minimum of three years experience in management of administrative services.
- Detail-oriented with strong management, analytical and problem-solving skills
- Ability to assist with the management of a multi-function division
- Ability to prepare and manage budgets and reports
- Ability to deal with multiple vendors and facility management personnel
- MS Office computer skills
- Excellent oral and written communication skills
- Mission-oriented
To apply, email cover letter to
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