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Director of Administrative Operations (Immediate Opening)

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School Year: 2022-2023
Location: Headquarters-Rio Grande Valley
Region: Headquarters - Rio Grande Valley, TX
Category: Headquarters
Job Type: Full-Time

Description

Role Mission: The Director of Administrative Operations is a highly motivated, organized individual committed to quality work product and process improvement.  They are an incredible anticipator of complexities and needs, allowing their team to function at a higher capacity because of their foresight.  They can thrive despite rapidly changing responsibilities and team needs and respond effectively, all while maintaining strong personal and team organizational systems. The Director of Administrative Operations plays a vital role in IDEA’s mission by ensuring the executive team works collaborate as a team and across teams to ensure continuous improvement and goal attainment. The Director of Administrative Operations supports the administrative team, as well, in overall team operations and execution. 

Compensation:  

Salaries for this role typically fall between $73,900 and $90,200, commensurate with relevant experience and qualifications. This role is also eligible for a performance bonus based on organizational performance and goal attainment.

Accountabilities

  • Manages leadership team’s operating calendar setting and sets benchmarks to reevaluate operating calendar
  • Takes thorough minutes during team meetings and manages chiefs to be accountable for all next steps
  • Drives cross-functional understanding and collaboration across departments through analysis of data and priorities from each team
  • Collaborates with HR to analyze team retention report, knows and eloquently articulates report findings with leadership team 
  • Gathers, revises, and edits board meeting deliverables 
  • Manages executive assistant (EA) and summer interns, providing feedback and assigning deliverables per team needs
  • Drive alignment and cross-functional collaboration across HQ departments to ensure that at the foundational level, teams are executing the right operating mechanisms at the right cadence with excellence
  • Support Chief of Staff & Administrative Officer with providing feedback to chiefs in preparation team strategy meetings, strategic meetings, and step-backs.
  • Prepare work product, review senior team work product to identify areas of improvement for presentation and consumption
  • Deeply understand executive team and org-wide data metrics and practices to support the team with identifying opportunities for collaboration, blind spots, or areas to improve operations practices through cross-functional work 
  • Represent Chief of Staff & Administrative Officer at internal and external events, as necessary, to share IDEA's learnings 
  • Serve as project manager and critical project executor for the Administrative team
  • Manage compliance, implementation, and execution of policies and processes related to public information request including review of all correspondence; Exercise judgement and discretion to engage communications, PR, regional, and legal teams, as necessary
  • Supports the Sr. Chief of Staff & Administrative Officer on high level CEO and executive team projects
  • Sets agenda and coordinates meeting materials for HQ monthly meetings
  • Co-leads a weekly meeting with all chiefs of staff and provides pertinent information and directives based off chief meetings
  • Collaborate, and draft communication and messaging campaigns on behalf of IDEA's CEO and Chief of Staff & Administrative Services 
  • Manage IDEA's Executive Team and Compliance/Administrative Intranet to ensure it is high quality for team and cross-functional use

Competencies:  

  • Strong communication skills such as drafting emails and creating PPT presentations that include clear and compelling visuals, charts, and graphs with attention to detail 
  • Effective project management skills including long-term planning, calendaring, and tracking progress toward goals
  • Ability to organize and prioritize multiple tasks at the same time, anticipate needs & challenges and proactively address them while meeting deadlines, including some with tight turnaround times
  • Ability to influence and motivate others to comply with requests through clear expectations, timely reminders, and follow-up
  • Data and results-driven

Qualifications:  

  • Education:  Bachelor's Degree required or equivalent work experience 
  • Experience: 5-7 years of professional work experience; experience within the educational sector is preferred  

Knowledge and Skills:  

  • Microsoft Office (especially Excel and PowerPoint proficiency) 
  • Detail oriented with ability to review and revise their own work and that of others with minimal supervision 
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