Associate Director of Administration

Job Description

Position: Associate Director of Administration

Classification: Exempt

Reports to: Chief Strategy Officer

About Us

At Colorado Health Network (CHN), we believe that our employees are our most valuable asset. We are dedicated to fostering an inclusive and diverse workplace that celebrates individuality, creativity, and the unique perspectives each employee brings. We welcome applicants with diverse lived experiences, including those directly related to this position.

Our commitment to diversity extends to all aspects of our work, and we strongly encourage individuals from diverse backgrounds to apply. CHN is an equal opportunity employer, and we embrace applicants regardless of age, race, color, disability, HIV status, gender identity, sexual orientation, national origin, or other characteristics that make you unique.

Are you looking to join a team that empowers individuals and creates lasting change in the community? Do you thrive in an environment that values service, innovation, wellness, and integrity? If so, we would love to hear from you!

Why Work at CHN?

As a full-time employee, you will enjoy a competitive benefits package, which includes:

• Paid Time Off (PTO): Generous leave policy, including paid holidays, floating holidays, and wellness time off
• Health & Wellness Benefits: Health, dental, and vision insurance plans
• Retirement Savings: 403(b) plan with employer match
• Education & Professional Development: Tuition reimbursement and access to ongoing learning opportunities
• Additional Benefits: Legal Shield, Flexible Spending Accounts (FSA), Life Insurance, Short- and Long-Term Disability Insurance, and an Employee Assistance Program (EAP)
• Eligible for Colorado Department of Public Health & Environment - State Dental Loan Repayment Program
  
  

At CHN, we are committed to providing a supportive, inclusive, and dynamic work environment where all employees can grow and thrive.

Position Summary: The Associate Director of Administration serves as a member of the statewide leadership team charged with advancing CHN’s mission and strategic priorities. This position is responsible for managing business matters—and communicating the successes and activities—of their regional office, any satellite offices, and/or mobile program and outreach operations in accordance with regulatory requirements, standard operating procedures, and budgetary guidelines within statewide organizational policies and procedures.

This position is responsible for regional fundraising, communications, and marketing activities; coordination of their Regional Council; special events; database management; donor qualification, cultivation, stewardship; and other strategic projects. The position assists in planning and producing regional and statewide staff development events; fundraising and community engagement events; and recruiting and managing volunteers in support of events.

There will be regularly scheduled meetings in Denver, required occasional travel throughout the associate director’s region, and close collaboration with development staff and leadership in Denver. Some evening and weekend work will be required. The appropriate candidate will have the ability to manage multiple priorities simultaneously, enjoy outreach and relationship building, and have the ambition to grow and thrive within the organization. The Associate Director is a strategic thinker who communicates professionally and effectively with volunteers, donors, and community stakeholders. This person is a team player with energy and drive with a well-rounded and diverse set of skills focused on achieving the strategic goals of the organization while effectively leading local team members.

Essential Job Functions

Regional Operations Management (20%)

• Monitor the overall operation of the regional office and any regional satellite office(s) to ensure compliance with all regulatory requirements, standard operating procedures, budgetary guidelines, and statewide policies and procedures.
• Serve as a member of the statewide Quality Team focused on quality assurance and improvement efforts.
• Provide property management for CHN-owned buildings, including property rental and oversight.
• Manage office administration including, but not limited to, supplies, equipment, maintenance, utilities, landlord relationships, etc. for regional and any satellite offices.
• Promote a positive working relationship with community and other regional organizations, as well as state and local entities, through public speaking and participation.
• Grow organizational partnerships within their region/communities.
• Collaborate with development staff in the design and creation of regional marketing strategies.
• Maintain open communication with staff, individuals receiving services, donors, supporters, CHN leadership.
• Maintain a climate which attracts, keeps, and motivates a diverse staff of top-quality people.
• Maintain an environment that ensures the health and safety of clients and staff.
• Provide coverage for regional program managers in collaboration with statewide program directors when managers are out of the office.
• Assist with client emergencies, welfare checks, reporting and documentation.
• Serve as a representative of the regional office and attend regularly scheduled meetings as appropriate.
  
  

Personnel Management, Training, Coaching, Team Building (25%)

• Provide direct supervision for Program Assistant(s) in their regional office(s).
• Provide exceptional leadership to staff in their regional office(s), including coaching, mentoring and professional development to improve the essential skills of service and support staff and local managers.
• Provide indirect (day to day) supervision of all office managers and staff and assist with disciplinary actions, performance improvement plans, terminations in collaboration with statewide Program Directors.
• Assist leadership with employee listening sessions; lead regional staff meetings.
• Provide staff support, problem solving, and conflict resolution.
• Assist in the hiring, interviewing, and onboarding of all regional staff.
• Assist leadership with the development and implementation of employee training sessions.
• Assists leadership team in development and enforcement of client and staff policies.
  
  

Development, Marketing, Communications, Public Relations (30%)

• Collaborate with the Development Director and CSO in the creation of regional fundraising goals.
• Develop and implement strategies to encourage new or increased contributions.
• Work with Development staff to implement key event goals, coordinate logistics, and assist with promotion and marketing of events.
• Coordinate organizational participation in regional events that reach priority populations.
• Manage electronic reservation systems for regional events.
• Serve as the Day of the Event Manager for regional events.
• Secure event sponsorships, in-kind contributions, and commitments for live and silent auctions.
• Recruit, train and supervise volunteers, and participate in post-event evaluations.
• Serve as the staff representative to their Regional Council and ensure council develops community partnerships, maintains and increases funding for events and regional programs.
• Provide content from their region for statewide newsletters and other communication tools.
• Maintain accurate donor records and generate timely and appropriate recognition letters.
• Design and implement donor queries, reports and correspondence, and input volunteer and event information.
  
  

Special Strategic Projects (15%)

• Lead and/or assist with special projects assigned to advance strategic priorities of the organization and improve organizational effectiveness.
  
  

Financial Management (10%)

• Responsible for cash management of any funds received locally through donations.
• Ensure accurate, timely deposits of locally received funds in collaboration with Denver-based accounting team.
• Keep accurate records of regional operational purchases, review invoices, process accounts payable.
• Assist with distribution of emergency client financial assistance.
• Assist program directors and accounting team with grant tracking, reviewing spenddown reports.
• Assist leadership team and grants manager in evaluating regional funding gaps, identifying local/regional grant opportunities, and completing grant applications to ensure appropriate resource development.
• Assist leadership team with examining and planning for capital budget needs and resources.
• Implement and direct regional funds and resource development, including identification of funding prospects, grant shaping, grant writing and collaboration with foundations and donors.
  
  

This list is not meant to be a comprehensive list of job duties. Other duties may be assigned.

Qualifications: Outstanding organizational skills are a must. Experience with donor cultivation, event planning, operations and database software preferred. Must be able to learn and effectively manage fundraising software. Experience with HIV/AIDS preferred

Education

Bachelor’s degree in marketing, communications, business or nonprofit management, or a related program of study. Master’s degree preferred.

Software Utilized

Experience working with basic office and database computer programs, including familiarity with Microsoft Outlook, Word, Excel, Access, and the internet. Experience with fundraising, contact management or other database software preferred.

Knowledge, Skill, And Ability

Demonstrated knowledge of fundraising best practices for nonprofit agencies and organizations, strong leadership, and management skills. Excellent communications skills including demonstrated ability to structure large amounts of information in a written document that is clear and easy to understand. Demonstrated ability to effectively manage individuals and teams in a dynamic work environment. Strong interpersonal skills. Ability to successfully work independently and as a member of a team. Ability to organize and coordinate activities with multiple deadlines. Willingness and ability to work with diverse populations - persons living with HIV, the LGBTQ+ community, persons of various ethnic backgrounds, and disenfranchised communities.

Material And Equipment Directly Used

Works with computer workstations, laptops, servers, and standard office equipment. Works with software, including electronic health records, client/patient data systems, word processing, spreadsheet and presentation software, and online systems. Communicates with partner organizations and vendors using the telephone, e-mail, the Internet, and fax.

Physical Demands And Work Conditions

Works in an office environment. May travel via automobile or airplane to offsite locations. Must have and maintain a valid Colorado driver’s license and auto insurance. Requires clear speaking ability and the ability to use a telephone for extended periods. Requires ability to view a computer screen (near acuity). Requires fingering agility for keyboarding. Requires ability and willingness to work in environments where alcoholic beverages are served; ability to lift up to 20 lbs.