Director of Administration
Date: July 2013
Supervisor: Deputy Director for Administration and Finance
FLSA Status: Exempt
The Director of Administration, ICP's senior human resources officer, is responsible for recommending and implementing human resources policies and procedures and ensuring compliance with legal requirements and best employment practices. The Director of Administration is also responsible for managing institution-wide administration functions in partnership with the Deputy Director for Administration and Finance, including contract development and negotiation; and assists with business planning and budget management. The position is a true human resources generalist, supported by a part-time Human Resources Assistant.
• Recommend, develop, and implement all personnel policies and procedures. Ensure compliance with key legislation: FLSA, IRCA, ADAAA, FMLA, HIPAA, COBRA, ADEA, EEO, ERISA, Workers Compensation, etc.
• Develop and implement annual staff performance evaluation system. Train all staff to use the system, and manage the system to ensure it remains an effective tool to improve communication, performance, and alignment to approved goals and objectives.
• Proactively advise managers on best personnel management practices and on implementation of established policies and procedures.
• Oversee and manage all employment procedures, including job description drafting and approval, requests for new hires, departmental recruiting efforts, security checks, reference checks, new employee orientation, and termination procedures.
• Oversee maintenance of personnel files—both computerized and hard-copy.
• Help manage compensation administration, including periodic reviews of salary structure, annual collection and analysis of external salary data, and raise and promotion procedures.
• Oversee benefits administration; recommend modifications to existing plans plus additional options; negotiate with benefits providers. This includes major medical, hospitalization, FSA, transit, disability, and pension plans.
• Maintain and revise the ICP Employee Handbook as needed, to be up-to-date with approved policies and procedures.
• Ensure positive and timely communication with all staff regarding policies and procedures that are deemed to require special emphasis, as well as with individual staff on specific matters, such as their impending eligibility to participate in the pension program.
• Provide guidance to managers and staff on all personnel issues that arise. Assist with disciplinary matters.
• Identify training needs; provide cost-effective options, including "train the trainers."
• Oversee contract drafting, including revising or creating standard form or non-standard contracts as needed, obtaining input from legal counsel when deemed necessary, and negotiating with staff and outside parties.
• Help manage special planning projects, such as the development and implementation of specific business plans or institution-wide strategic plans.
• Oversee data collections and dissemination of established metrices for internal use.
• Chair staff EEO and Work/Life Committees.
• Develop and implement institution-wide customer service (community interaction) training. Help develop and serve on staff Community Interaction Committee.
• Supervise part-time Human Resources Assistant.
• In collaboration with Controller, oversee attendance record keeping.
• Work closely with Bookkeeper responsible for overseeing payroll.
• Oversee and manage volunteer and internship programs.
• Manage the institution's participation in surveys conducted by outside entities.
• Help lead AAM re-accreditation process.
• Other duties as may be assigned from time to time.
Education and Training:
Bachelor's Degree with major course work in business, human resources, or related concentration; or equivalent combination of training and experiences. An MBA in museum or non-profit administration is desirable.
At least five years non-profit management experience with at least three years as a senior human resources manager is required, preferably in a not-for-profit cultural organization. Must have demonstrable experience successfully managing personnel and HR programs, including effective evaluation systems. Also must have demonstrable training and/or experience with managing outside counsel, drafting contracts, budget production, business planning, and other key functions of museum administration.
Skills and Abilities:
Excellent written, verbal, organizational, people, and planning skills; ability to work effectively both as a leader and a team player; ability to motivate and train staff; well-organized, detail-oriented, and hands-on; regular and competent user of software applications to organize data and communicate, including Microsoft Word, Excel, Outlook, and PowerPoint as well as specialized HR applications.