Director of Administration Job Description, Skills, and Salary
Get to know about the duties, responsibilities, qualifications, and skills requirements of a director of administration. Feel free to use our director of administration job description template to produce your own. We also provide you with information about the salary you can earn as a director of administration.
Who is a Director of Administration?
A director of administration oversees the day-to-day operations of a nonprofit organization, including finance, technology, human resources, and programs. He reports directly to the executive director (ED) of the organization and may also act in his or her absence. In a for-profit corporation, the position is comparable to that of a chief operating officer or vice president of operations.
A nonprofit organization’s management structure and position title system are based on the fact that it produces programs and services rather than products. However, because nonprofit organizations are corporations, their position titles, particularly at the executive level, frequently have for-profit counterparts that perform the same basic functions in a different context. In a typical nonprofit organization, the chief executive officer is typically referred to as the executive director.
Because nonprofits are typically prohibited from having an excessive number of administrative positions, the executive layers are typically thin, with one executive wearing multiple hats. As the nonprofit’s size, budget, and staff expand, it may occasionally be able to afford to structure the executive levels more closely to resemble a for-profit corporation. A director of administration is a frequently added position at this point. This position is intended to relieve the ED of some of the day-to-day management responsibilities, allowing him to focus on public relations, fund-raising, strategic planning, and collaboration with the board of directors.
Perhaps the most straightforward way to think of the director of administration is as the boss who manages the staff and is constantly present in the office. The director of administration is typically located between the executive director and all other staff positions except the director of development in a typical nonprofit organizational structure. He is directly responsible for finance, human resources, legal, maintenance, technology, and programs. His role is to ensure that the organization’s operations run smoothly and follow its overall strategic plan.
Additionally, the director of administration acts in the absence of the executive director. He is the second-in-command in the majority of organizational structures and is authorized to do anything the ED is authorized to do in his absence. An administrator must be prepared to deal with the public and the media, collaborate with the board of directors, and manage fund-raising when necessary, even if these are not his primary responsibilities. Additionally, the position is typically responsible for the organization’s strategic expansion, such as determining when to acquire additional office space or expand into a new program area.
These professionals also supervise the organizational aspects of a business or organization, delegating authority to administration managers who are responsible for administrative functions within individual departments.
This position is also referred to as an operations director, administrative director, or director of administrative services. It can be difficult to locate a precise “director of administration” job description due to the existence of numerous alternate titles for the same or related roles. However, the term conveys a reasonable sense of what the job entails.
A director of administration is in charge of the organizational structure of a business. They are accountable to the organization’s administration managers, who are responsible for administrative functions within distinct departments. The director of administration reports to managers from various disciplines. Because this position is accountable for supervising and assisting a team of managers and administrators, it also requires exceptional interpersonal and leadership skills.
An administrative director’s primary responsibility is to oversee the daily operations of a business and ensure that everything is running smoothly. They are responsible for monitoring the budget and audits, allocating cash to departments, collaborating with supervisors, and analyzing vital data such as finances and progress reports.
Additionally, all progress and issues are routinely communicated to higher officials, including the president and vice president.
A director of administration must possess both leadership and time management abilities to effectively manage not only people but also resources. A director of administration is responsible for human resources, which includes hiring and training practices, payroll, and employee programs. They may also manage employee benefits, such as health insurance and paid time off. Facilities management responsibilities include inventory control, daily office operations, and, when applicable, liaising with the facility’s landlord. Effective planning and communication skills are required for developing business plans and implementing and maintaining them in collaboration with employees.
A director of administration supervises all administrative staff and ensures that policies are in place to ensure the smooth operation of the business’s administrative functions. This may include tracking shipping records, customer orders, and potentially confidential documents, depending on the business. Additionally, these professionals are responsible for maintaining accurate employee records and are involved in budget development. If supervisors or coworkers are required to travel on business, the director of administration is responsible for arranging travel and handling any per diem expenses. If the company retains a lawyer, the director of administration serves as the lawyer’s point of contact.
Director of Administration Job Description
Below are the director of administration job description examples you can use to develop your resume or write a director of administration job description for your employee. Employers can also use it to sieve out job seekers when choosing candidates for interviews.
The duties and responsibilities of a director of administration include the following:
- Supervising daily operations.
- Distributing funds to managers.
- Managing budgets for administrative functions.
- Recruiting and training of administrative personnel.
- Contracting and setting negotiations with vendors.
- Keeping corporate relationships strong.
- Keeping track of operating expenses.
- Collaborating with human resources and other departments.
- Enhancing management systems
- Creating business plans
- Managing supervisory teams
- Demanding audits
- Analyzing financial data
- Increasing the efficiency of the business
- Coordinating various departments
- Keeping track of employee information
- Supervising, directing, and mentoring administrative personnel.
- Initiating strategies that will improve the administration’s effectiveness.
- Training and motivating administrative staff to perform at a high level.
- Creating a budget that includes forecasts and projections.
- Keeping office expenditures within budget constraints.
- Assembling sales and marketing teams.
- Providing sales and marketing teams with training to maximize revenue.
- Motivating the accounts receivables department to achieve the best results possible.
- Ensuring that financial and administrative reports and statements are prepared for top management.
Qualifications
- A bachelor’s degree in business administration or a closely related field is required.
- Comprehensive understanding of business departments and their functions.
- A thinker with a plan.
- Experience with budget management.
- Personnel management abilities.
- Outstanding organizational abilities.
Essential Skills
- Curiosity
Directors of administration must possess an innate curiosity. Governing entails processing a massive amount of data, often of a highly technical or specialized nature. It is critical to have an appetite for knowledge that extends beyond one’s comfort zone.
- Self-Awareness and Emotional Intelligence
Directors of administration can never act individually; they must always act as members of a collective board. In boardrooms, lone wolves do not thrive. It is critical to be attuned to your fellow directors, to be able to listen, and to seek to understand your own and others’ motivations.
- Formal abilities
Several critical common skills are required today, including financial governance, an understanding of risk and compliance obligations, and a grasp of broad governance expectations. Directors of administration must be lifelong learners willing to continue developing and honing their skills as the external environment rapidly changes around them.
- Conceptual capability
As used here, conceptual skill entails the capacity to view the enterprise holistically; it also entails an understanding of how the various functions of the organization interact and how changes in any one component affect the others; and it extends to visualizing the relationship of the individual business to the industry, the community, and the political, social, and economic forces affecting the nation as a whole. By recognizing these relationships and perceiving the critical elements in any situation, the administrator should be able to act in a manner that benefits the organization’s overall welfare.
- Technical proficiency
Technical skill, as used here, refers to an understanding of and proficiency with a particular type of activity, most notably one that involves methods, processes, procedures, or techniques. When each performs his or her unique function, it is relatively easy for us to visualize the surgeon’s, musician’s, accountant’s, or engineer’s technical ability. Technical ability entails specialized knowledge, and analytical ability within the specialty, and proficiency with the tools and techniques associated with the particular discipline.
- Communication skills
Directors of administration will be required to demonstrate proficiency in written and oral communication.
This is because they will not only serve as the first point of contact between the business and the general public but will also be required to perform clerical duties that require an exceptional level of written communication.
- Paper management/filing
Directors in the office administration department will also be required to demonstrate their ability to manage business correspondence. They must be adept at filing, sorting, and general organization.
- Prioritization
Additionally, directors of administration will require the ability to prioritize their professional responsibilities on the fly. In an administrative setting, no two days are the same, necessitating staff to perform a variety of tasks at various times.
- Bookkeeping skills
While directors of administration must be familiar with general office procedures, many positions require administration personnel to be familiar with bookkeeping.
While this is rarely done by hand these days, there are a variety of computer applications available for managing financial transactions, including Quicken, Excel, and Turbo Tax.
This type of knowledge can be demonstrated through prior experience or the acquisition of credentials from reputable providers.
- Handling of equipment.
Directors of administration may be required to perform some light to moderate lifting; therefore, they should not view this as an opportunity to avoid physically demanding tasks. Fortunately, this is limited to simple tasks like transporting reams of paper to a copy machine or printer.
- Aptitude for customer service.
Excellent customer service and an attitude toward such traits are required for administrative success. As candidates will frequently interact with customers, they must exhibit both professionalism and a pleasant demeanor.
- Research abilities.
Directors of administration will require advanced research and data analysis skills to compile reports and harvest research material for other department employees.
This will require an exceptional level of attention to detail to acquire the appropriate materials for their coworkers.
How to Become a Director of Administration
Director of Administration roles are typically the most senior positions within a business or organization, and the director of administration position is no exception. If you’ve spent years in administrative services, becoming a director of administration is a natural and excellent next step. However, even if you are in your early career, planning can assist you in achieving your goals:
- Earn a bachelor’s degree in a related field.
Pursuing a dual degree in a field such as human resources, finance, accounting, business administration, or marketing may be advantageous. Additionally, you should study project management, business writing, and other necessary skills for success as an administrative professional.
- Acquire administrative experience
As a director of administration, you will be responsible for management in various areas of the business, and as such, you should be familiar with how those various areas operate. The most effective method of doing so is through firsthand experience. While you are still a student, look into internship and mentorship opportunities. After graduation, seek entry-level work and strive to excel whenever you have the opportunity to demonstrate your leadership abilities, attention to detail, and approachable, easy-to-work-with demeanor.
- Complete a master’s degree program in public administration.
While a master’s degree is not required, a strong public administration degree from an accredited program will help you hone your leadership skills and master your understanding of administration. This is an excellent complement to what you learn on the job.
- Apply for certification
Complete professional certifications to demonstrate the mastery of your field, such as the Certified Facility Manager (CFM) or Facility Management Professional (FMP) designations.
- Apply for management positions and look for growth opportunities.
Increasing your level of responsibility will help you build your resume and establish your leadership abilities. You may wish to relocate to a larger organization that offers more opportunities for advancement in responsibility and compensation. By continuing to network and working your way up, you can position yourself as a desirable candidate for higher-level positions such as director of administration.
Where to Work as a Director of Administration
Directors of administration work for a variety of businesses and non-profit organizations, where they supervise and assume responsibility for tasks related to their profession.
Director of Administration Salary Scale
In the United States, the national average salary for a Director of Administration is $82,579 per year.