Chief Administrative Officer (CAO)

Job Description

Organizational Summary

Union Settlement is an East Harlem based nonprofit organization founded in 1895. For 130 years, Union Settlement has provided critical and innovative programming to children, youth, families, and older adults. As a pioneer of the settlement house movement, Union Settlement continues to meet the needs of the ever-changing East Harlem community through its core programs. Through these programs, New Yorkers gain opportunities, develop skills, and become empowered to pursue and achieve their dreams.

Today, Union Settlement provides services through 33 program sites in approximately 28 locations. Union Settlement’s current programmatic portfolio includes 8 core program areas: Early Childhood Education, Youth Services (including after school programs), Family Services (including the Family Enrichment Center and the Family Childcare Network), the East Harlem Community Partnership, Adult Education, Mental Health Services, Older Adult Centers, and Economic Development. Union Settlement serves more than 10,000 individuals and nearly 1,000 businesses every year.

Strengthened by a dynamic, diverse, and collaborative workforce of more than 350 employees, Union Settlement also serves as a connector, convener, and advocate for East Harlem and its partners. To learn more about Union Settlement, visit www.unionsettlement.org

Position: Chief Administrative Officer (CAO) Department: Executive

Reports to: President & CEO & Chief Operating Officer (COO) Hours: Full-time

Salary: $110,000-$125,000 FLSA: Exempt

Location: On-site, with the potential for some remote work.

Positions Reporting to this Role: Administrative Assistant – Executive Office

Position Summary:

With a high regard for sensitivity to confidential matters as a thought-partner for Union Settlement’s cross organization executive leadership, a high level of professionalism, tact and diplomacy, the Chief Administrative Officer (CAO) is a critical member of Union Settlement’s executive team, that will guide organizational strategies and initiatives through a combination of project management and high level administrative, operational, and relationship functions across the full executive support spectrum of Union Settlement. Directed by the President & CEO & Chief Operating Officer (COO), the Chief Administrative Officer will be in close collaboration with the executive leadership team- Human Resources, Development, Operations, Finance, Information Technology, and Program. This position will play a critical role as an executive partner and conduit for efficient coordination to enhance and develop new practices for Union Settlement, leading and managing strategic organizational-wide projects, and preparing reports that inform organizational performance.

In alignment with the President & CEO & Chief Operating Officer (COO)’s shared vision for equity, this role will support Union Settlement’s equity focused journey, progress towards achieving our missional work and strategic plan, through guiding the development of an engaging culture, ensuring consistency in professional development and a Diversity, Equity, Inclusion, Accessibility & Belonging (DEIAB) lens to our organizational framework, policies, procedures, practices and foundation. The Chief Administrative Officer demonstrates the ability to build meaningful collaboration between internal and external stakeholders, while advancing equitable representation, emotional intelligence, restorative practices, bias awareness, and consistent reflection.

Responsibilities:

Organizational Strategy

Collaborate with the Administrative team member(s) to ensure project deliverables, improve organizational culture, enhance operational efficiency, to strengthen coherence and team collaboration across department functions, ensuring that connections to agency, division, and department goals are elevated.

Partners with the CEO/COO and Executive Team to determine and prioritize business strategies and manage the implementation of strategic business initiatives from ideation to implementation.

Acts as an info-hub for providing administration-related information and communicates objectives across all divisions through regular correspondence and scheduled status updates.

Keeps a pulse on current market trends, regulatory requirements, and business practices to recommend initiatives and improve operational effectiveness and experience.

Human Resources (Culture/Professional Development)

Partners with HR leadership to ensure appropriate staff training is developed and implemented, while collaborating with leadership to integrate these competencies into employee performance management and evaluation.

Facilitates the Diversity, Equity, Inclusion, Accessibility, and Belonging Committee and is responsible for coordinating activities.

Facilitates client input and engages in thought partnership with Chief People Officer.

Assists with new projects that amplify our culture, inspire and captivate employees at every phase of their journey.

Develops and implements engagement activities and events in conjunction with Administrative team member(s).

Development & Communications (Competitive Advantage/Organizational Visibility)

Partners with the Development and Communications team on developing reports and communications internally to employees on a regular basis regarding efforts towards organizational administrative initiatives, programs, and measures of effectiveness.

Provides administrative oversight and support for increased organizational visibility including CEO participation in conferences, panels, events, and other activities to elevate Union Settlement’s voice in the community

Assists CEO in coordinating activities between the agency and various outside parties including corporations, non-profit organizations, foundations, sub-grant recipients and local and state elected officials.

Supports institutional giving events and activities.

Operations, Security, & Real Property Management

Collaborates with the COO to ensure maintenance of fair practices; recognizes, evaluates, and manages risks; participates in developing and implementing risk management systems protocols with Executive Team.

Supports the Operations team in the administrative management of key operational functions and implementation of policies, procedures and process improvements.

Ensures executive level support to Chief Operations Officer in strategic infrastructure and capacity building projects and priorities.

Financial Services

Supports dissemination and evaluation of financial materials, reports, and pertinent assessments for informed decision management.

In collaboration with CEO/COO, examines and assesses the company’s administrative and operational reporting systems.

Provides guidance for internal controls and operational analysis procedures to monitor expenses and revenue.

Program Services

Works collaboratively with Program leadership to support efficient and streamlined operations, and service delivery that are reflective of DEIAB principles and Union Settlement’s mission and strategic plan.

Facilitate input from senior team members in creating feedback channels to maintain an open and fluid effective feedback culture; create and/or contribute tools, materials and resources to help leaders successfully build action plans based on results.

Coordinates with Chief Program Officers to facilitate client input and engages in thought partnership with department leads to evaluate business processes, existing department guidance, and provide recommendations.

Office of the President & CEO & Chief Operating Officer (COO)

Supports the President & CEO & Chief Operating Officer (COO) in developing strategy, building internal infrastructure and support for agency wide administrative functions.

Organize/manage Executive Committee, Senior Management Team and other leadership meetings.

Represents the President & CEO & Chief Operating Officer (COO) in engagements as assigned internally and externally through speaking engagements and facilitating special events

Participates in meetings, taskforces and workgroups both internally and externally in conjunction with the President & CEO & Chief Operating Officer (COO).

Provides guidance and support to the executive teams, directors, supervisors, and employees on a comprehensive range of related matters while ensuring compliance with local, state, federal and national laws and program grant requirements.

Collaborates with the Executive Leadership team and DEIB Committee to develop and manage short and long-term strategic plans for the agency and to ensure equity, diversity, inclusion & belonging are included in all agency plans and budgets. Ensures production of and reporting on the organization strategic plan.

Supports President & CEO & Chief Operating Officer (COO) with Board communications, strategy, engagement, and administrative functions.

Qualifications:

Minimum of a bachelor’s degree with specialization in business administration, nonprofit management, public administration, communications or related field; equivalent combination of experience and education may be considered with extensive specialized experience.

Minimum of 5 years of progressive, Senior level administrative experience within a similar-sized or larger organization.

Certification in Diversity, Equity and Inclusion - Experience providing strategic practices and operational direction in diversity, equity, inclusion, and belonging work.

Experience leading efforts to improve administrative functions, operational efficiencies and improvements, and evaluation of organizational capacity within a large and/or complex organization.

Experience managing multiple projects simultaneously with attention to strategic and tactical details.

Experience supporting executives, external partners, vendors, and Board of Directors is a plus.

Strong people and organizational management skills, with a track record of developing and coaching others on how to motivate and inspire teams.

Ability to handle matters of confidentiality with utmost tact and diplomacy; ethical decision making.

Proficiency using business software applications including Microsoft Office Suite, Teams and data platforms.

Strong consultation and negotiation skills with the ability to seek out information and provide quality advice.

Experience in data tracking, analysis, trend forecasting and using metrics to identify vulnerabilities and drive organizational improvements.

Ability to travel to partnering facilities, events, or other locations as required.

An appreciation for the needs of the East Harlem community and the importance of the social service work performed by Union Settlement and its mission.

UNION SETTLEMENT ASSOCIATION IS AN EQUAL OPPORTUNITY EMPLOYER

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