Director of Administration

Summary

Nonprofit organizations play an essential, wide-ranging role in enhancing quality of life, creating economic opportunities, and strengthening communities. Our vision is for these vital organizations to have the resources they need to do their best work for Nevadans. The Director of Administration, a new role, will ensure operational excellence in general administration, strategic and resource planning, human resources, information technology, and facilities. 

What We Do

Nevada GrantLab (“GrantLab”), a 501(c)3 tax-exempt organization, was founded in 2020 with a mission to support nonprofits and their local government partners (“partners”) to successfully access and administer federal grants that benefit Nevadans and strengthen organizations. Our mission is in direct response to Nevada’s chronic underperformance in securing federal grant resources, which undermines community-serving organization’s ability to meet the needs and opportunities of Nevadans, especially in the Las Vegas region. We pursue this mission through four interrelated strategies (programs):

1. Capacity Building: helping partners discover and build the capabilities and skills needed to improve grant competitiveness, enhance operations and grow impact.
2. Technical Assistance: providing partners with targeted, hands-on support to address specific organizational or programmatic needs and strengthening communities. 
3. Grant Services: assisting partners to identify federal grant funding that is a good fit and submit competitive applications.
4. Building the Movement: connecting agencies and stakeholders with the data, ideas, and partners they need to maximize federal grants.

To date, we have facilitated more than 100 capacity building workshops, provided more than a thousand hours of technical assistance, and supported partners in winning more than $260 million in new federal grant funding to support local services in areas ranging from the arts to workforce development. We are growing and evolving fast.

What You Will Do

The Director of Administration will be responsible for the following work portfolio:  

Administration (50%)

• Assist with internal and external communications, including responding to routine telephone, website, and email requests, preparing correspondence, proofreading documents, etc. 
• Assist with planning, coordinating, and managing community events and large meetings, including securing venues, arranging catering, coordinating A/V, etc. 
• Assist with preparing accounts payables and receivables requests, reviewing and approving reimbursement requests, and coding expenses. 
• Assist with preparing and completing purchase orders, partner contracts, grant agreements, etc. 
• Coordinate and prepare regular Board of Directors meetings, including preparing materials, drafting minutes and resolutions, and tracking action items. 
• Coordinate and prepare regular staff meetings, including preparing materials and tracking action items. 
• Maintain all required corporate filings, licenses, and registrations, including annual updates and renewals.
• Maintain shared calendars, schedule and coordinate select meetings, make travel arrangements as needed, etc. 
• Maintain vendor files, including contracts and amendments, invoices, etc. 
• Manage annual corporate audit and tax filings. 
• Manage annual review and renewal of corporate and employee insurance policies. 
• Manage regular RFP/RFQ processes that identify and procure professional services. 
• Manage the planning and publication of the corporation’s annual report and other external-facing reports. 
• Oversee employee time tracking, including reviewing and approving weekly reports. 
• Working closely with internal program leads and external support providers (i.e., accounting, graphic design, and legal), ensure that all grant activities, expenditures, and outcomes are properly documented and compliant; ensure all required grant reporting and reimbursement requests are prepared accurately and submitted timely.

Strategic and Resource Planning (20%)

• Implement and monitor an organization-wide dashboard and other key metrics systems; ensure adequate processes and support are in place to enable the accurate, timely collection of supporting data and materials.  
• Manage the corporation’s annual budget planning process, as well as quarterly all-hands budget reviews. 
• Oversee the creation and regular review of desk manuals and redundancy plans to ensure continuity of operations. 
• Streamline and improve operational systems, processes, and policies that drive organizational effectiveness and efficiency. 
• Work closely with the team to support strategic planning and monitor operational capacity.

Human Resources (15%)

• Ensure complete information is communicated to staff on all employee benefit programs; assist staff as needed in understanding and coordinating their benefits; process benefits requests such as PTO and professional development. 
• Manage workforce planning, recruitment, onboarding, training, professional development, and retention activities. 
• Regularly review and update human resource operations, policies, procedures, and initiatives. 

Information Technology (10%)

• Oversee provision of IT support to help staff be productive and nimble; oversee purchase and management of hardware/software/other IT systems and IT support vendor(s).
• Oversee regular reviews, improvements, and training on our shared information technology and digital infrastructure (i.e., Google Drive, HubSpot, etc.) to ensure systems meet evolving needs and opportunities. 
• Identify and implement opportunities to use technology, such as AI, to increase organization’s efficiency and effectiveness. 

Facilities/Office Services (5%)

• Ensure the safety, security, and cleanliness of our physical office environment.
• Manage relationships with landlords and vendors for facility-related needs.
• Manage the procurement and inventory of office supplies and equipment.
• Oversee the maintenance and operation of all organizational facilities.
• Plan and execute office relocation or renovation as needed.

Your Qualifications and Competencies

• At least seven (7) years of relevant professional experience, preferably including two or more years of senior leadership experience. 
• The ideal candidate will have broad experience and skills in administration, preferably in a non-profit context, and is adept at managing, prioritizing, and switching fluidly among multiple projects and tasks. 
• Exceptional organizational skills, orchestrating seamless program logistics, optimizing resource allocation, and ensuring that all aspects of the program run efficiently and effectively.
• Adaptable and confident in a fast-paced, entrepreneurial environment.
• Proven ability to handle confidential information with discretion.
• Self-motivated, able to juggle simultaneous projects and competing priorities.
• Demonstrated passion and commitment to working in nonprofit or government sectors.
• Availability to work outside of traditional business hours, to regularly travel locally and statewide, and occasionally travel nationally.
• Preferably fluent in Spanish or other locally prevalent language.

Working at GrantLab

• Compensation: The salary range for this position is $95,000 to $105,000, with final salary based on depth and breadth of experience and qualifications.
• Benefits: We offer an excellent benefits package that includes 401(k) with employer match up to 5%; health, vision, and dental insurance (100% for employees, 50% for dependents); generous PTO and holidays; and professional development opportunities.
• Hybrid Work: Team members work in the office three days a week and remotely up to two days using technology provided by GrantLab.  
• Values: Our culture is driven by our Values: 
• Together with all: We partner with the community and strive to ensure progress is inclusive and equitable.
• Solutions: We create and seize opportunities to overcome challenges with the urgency, accountability, and transparency Nevadans deserve.
• Transform: We use new ideas, proven approaches, and actionable data to create powerful, lasting positive change.
• Humanness: We live in curiosity, respect, and kindness to honor people who are the center of our work.

Application Information

Nevada GrantLab, an equal opportunity employer, seeks a broad and diverse candidate pool and encourages applications from people of all backgrounds. We do not discriminate based upon race, religion, color, national origin, sex, sexual orientation, gender identity, age, status as a protected veteran, status as an individual with a disability or other applicable legally protected characteristics.

To be considered for this position, please send a cover letter and resume via email with “Director of Administration” in the subject line to careers@nevadagrantlab.org. We anticipate starting interviews in early August or sooner.