Director Administrative Operations

Location: Hybrid role - Must be located in or near Boston, MA for 1-2 days weekly in office

Project Evident is seeking a Director of Administrative Operations to join our team. Our organization is experiencing incredible growth, and we are in a unique opportunity to deepen our impact over the next several years. We are looking for a systems-minded, process-oriented, and collaborative leader to build and execute critical administrative, operational and cultural infrastructure. You will direct and execute effective management across three key areas: people and HR, core processes and policies, and technology. You will interface with finance and communications, which are also part of our operations unit. The goal of this role is to ensure high-quality administrative operations in service of a culture of belonging and accountability.

ABOUT THE ROLE

This role comes at a time of high growth, that will require a mix of build and maintain capabilities. This role is crucial, driving execution and expansion, and requires a high level of customer service and coordination across service lines to enhance key aspects of administrative operations. You will report to the Chief Operating Officer.

Responsibilities

Below is a full list of responsibilities you can expect in this role:

People & Human Resources (40%)

• Recruitment and onboarding plan to attract, develop, and retain high-performing team members. Provide and receive actionable feedback, coach employees to elevate their responsibilities and performance, and foster their growth.
• Collaborate with the Chief Operating Officer to develop, implement, and promote the organizational plan for the PE Way to ensure well-codified processes, policies and supports for staff.
• Execute payroll operations and ensure adherence to state and federal regulations through accurate and timely filings.
• Manage vendor relationships, including outsourced HR partners and benefits providers, to meet Project Evident priorities.
• Manage the Lattice HRS platform to ensure optimal use for people management.
• Field and process quarterly staff surveys and develop response plans.
• Conduct bi-annual compensation reviews to ensure market competitiveness.
• Develop and execute training programs, providing support, feedback, and growth opportunities for staff and supervisors. Help supervisors strengthen their coaching, mentoring, and progressive discipline approaches.
• Develop and reinforce team-building culture and traditions to enhance team cohesion, coordination, and satisfaction, including planning and delivering team meetings, events and annual retreats.

Core Processes and Policies (25%)

• Develop, refine, and deliver operational processes, streamline workflows, and advance systems to enhance efficiency and support both in-office and remote work.
• Coordinate the performance management process which includes annual and bi-annual goal-setting at organizational, departmental, and individual levels and ensure timely and accurate reporting on OKRs and related analytics.
• Collect and report business analytics, synthesizing trends and recommendations to support management and leadership in decision-making, project management, and coordination and work with the Chief Impact Officer and COO on continuous improvement.
• Upgrade and maintain an organizational system of internal documentation including procedures, policies, and the staff handbook. Ensure information is current and accessible in core documents including the PE Way, Employee Handbook and the PE portal.
• Help advance the infrastructure for ongoing learning and for improved knowledge management.
• Ensure cost-effective solutions, manage project budgets and meet administrative rate targets.
• Oversee space planning, travel management and related physical space and travel needs, contracts and leases to ensure quality working conditions for hybrid and in office employees.
• Manage the technology plan for the organization, in line with the larger digital strategy and growth plans.
• Ensure a responsive and well-managed, interoperable technology stack that meets the needs of staff and meets high satisfaction rates.
• Manage software licenses, hardware assets, and training.
• Serve as administrator and/or systems architect on all nonfinancial technologies.
• Manage our outsourced IT vendor.

General Management (10%)

• Supervise staff and consultants as assigned to meet objectives on time and ensure excellent process and project management.
• Foster a productive operations department culture that aligns with our values of performance, belonging, and accountability, and supports our staff.
• Provide and receive actionable feedback, coach employees to elevate their responsibilities and performance, and foster their growth.

WHAT WE'RE LOOKING FOR

The ideal candidate will have 10+ years of experience working in operations, talent management, and technology. To succeed in this role, you need exceptional organizational skills, the ability to prioritize and manage multiple projects simultaneously across diverse stakeholders with competing deadlines, and be a proactive self-starter who works independently, welcomes feedback, seeks clarification, manages work from start to finish, meets all deadlines, and communicates clearly, openly, and promptly.

Minimum Requirements

• Bachelor's degree (Master's degree preferred) in Business Administration, Operations Management, Human Resources, or a related field.
• A minimum of 10+ years of management experience with a demonstrated track record in operations, talent management and/or technology.
• Specific experience with growing and managing core operations, process and project management in administrative operations required.
• Ability to set priorities and hold high standards; manage teammates and consultants to performance metrics.
• Superb process and project management capabilities with comfort and ability to manage up and across the organization.
• A strong predisposition to working on interdisciplinary teams, providing critical independent thinking while remaining flexible in considering diverse opinions and supportive of colleagues in their approaches.
• Proven ability to deliver high-quality reporting using a range of methods and tools and ability to adapt reporting delivery to specific audience needs. Comfortable compiling and analyzing disparate and even contradictory qualitative and quantitative information.
• Prior consultative, operational experience with a track record in fast growing, service organizations. Clear understanding of shared services model, matrixed organization and demonstrated ability to problem solve under pressure and quickly respond with alternative approaches to solutions.
• Excellent oral and written communication skills, with a proven ability to write clear and concise memos.
• Comfort with ambiguity and ability to respond adeptly to rapidly changing priorities, comfortable in an entrepreneurial environment with fast deadlines.
• Problem solver, active listener who seeks clarification, asks questions, and surfaces solutions.
• Commitment to high performance culture, participation in giving and receiving feedback and belief in continuous and self-improvement.
• Demonstrated ability to work both independently and collaboratively in a fast paced environment on multiple projects; ability to effectively prioritize time and tasks.
• Experience working effectively with multiple stakeholders who may have evolving priorities.
• Ability to interface with diverse staff and partners in various domains.
• Experience and comfort working virtually.
• Experience using common cloud-based productivity tools, e.g.GoogleDocs, Office 365, Zoom, Microsoft Teams, Slack, Asana (or other project management software).

WHAT WE OFFER

We hope that you're excited by the possibilities that come with working at Project Evident. In order to further support you in bringing your best self to work, we offer the following:

• Generous benefits including comprehensive medical, dental, and vision plans, a 403(b) with match, and life and disability insurance.
• Unlimited vacation days, summer Fridays between Memorial Day and Labor Day, and organizational wide closure between December 25 - January 1.
• Stipends to support remote work; reimbursement and time off for professional development and relevant membership fees.

Project Evident exists to help organizations harness the power of evidence to achieve greater impact. We do this through a blend of direct technical assistance and field building. We offer a comprehensive platform of tools, resources, and services to help state education agencies, local education agencies, nonprofits and funders improve how they measure, evaluate, and report results, while strengthening their ability to build and use evidence.

Project Evident is an equal opportunity employer, dedicated to building an inclusive and diverse workforce committed to a culture of belonging and accountability.

Studies have shown that women and people of color are often reluctant to submit a job application unless they meet all qualifications-we encourage applicants who may not meet 100 percent of the position qualifications to apply anyway.