Director of Administrative Services

JOB TITLE: Director of Administrative Services

PROGRAM/DEPART.: Administration

REPORTS TO: Chief Operating Officer

SUPERVISES: IT, Facilities, Property Management

FLSA STATUS: Regular/Full-Time

EMPLOYEE STATUS: 40 hours/week/exempt

PROBATIONARY PERIOD: Ninety (90) days

WORK FROM HOME STATUS: Eligible

POSITION SUMMARY:

The Director of Administrative Services is a leadership position at the Community Action Partnership of Strafford County (CAPSC), responsible for overseeing agency operations and supervising departmental staff. This role provides both strategic direction and daily management of the Administrative Services Department, which includes risk management, business operations, facilities management, office space planning, Information Technology, Support Services, and Property Management. The Director ensures the effective and compliant delivery of administrative services across the organization, works collaboratively with other directors to align operations with agency goals, and reports directly to the Chief Operating Officer to support funding requests and advance agency initiatives.

QUALIFICATIONS:

Degree in Business Administration, Public Administration, Information Technology, Project Management, or a closely related field or an equivalent combination of education, training, and demonstrated management experience.

Proven record of administrative leadership in areas such as operations, information technology, facilities, risk management, and cross-departmental project management. Experience directing teams, managing budgets, and coordinating multiple administrative functions across a complex organization—nonprofit, municipal, or business environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Risk Management

• Oversee agency-wide risk management planning, including maintaining the master tracking system, committees, (e.g., Safety Committee) and designated Site Champions.
• Develop and direct the agency’s master risk management plan, identifying risks, corrective actions, and implementing mitigation strategies.
• Ensure compliance with contracts, insurance requirements, government regulations, and safety standards.

Operations and Support Services

• Oversee centralized operations to ensure smooth functioning of services such as data processing, mail, scheduling and distribution of materials, printing and reproduction, records management, telecommunications, security, recycling, and transportation services.
• Monitor energy consumption, technology usage, and personal property needs; develop and implement energy efficiency procedures.
• Oversee the acquisition, distribution, storage, and disposal of equipment and supplies, ensuring cost-effectiveness and compliance with agency policies.
• Lead the preparation, analysis, negotiation, and review of contracts related to equipment, materials, supplies, products, and services.

Facilities and Property Management

• Plan and oversee both short- and long-term capital needs, including equipment, maintenance requirements, and facility improvements.
• Supervise building operations and maintenance, real estate planning, project management, technology integration, and environmental factors.
• Direct facilities staff, including custodial and grounds workers; oversee grounds maintenance and security systems.
• Plan and allocate workspaces to meet agency needs.
• Oversee Property Management functions through Alliance Asset Management.

Interdepartmental Coordination

• Work closely with program directors to address facility and technology needs, upgrades, and improvements.
• Partner across departments to ensure administrative services support agency operations and mission delivery.

Knowledge, Skills, and Abilities

To perform this job successfully, an individual must be able to fulfil all essential duties with or without reasonable accommodation. The following requirements represent the knowledge, skills, abilities, and physical demands commonly needed for effective performance:

• Principles and practices of administrative services, including financial and personnel management.
• Ability to compile and analyze records and reports, and to plan, coordinate, and direct work across multiple functions.
• Strong judgment and extensive experience to set priorities, accomplish goals, and lead others.
• Capacity to establish and maintain effective working relationships with employees, the public, and community partners.
• Proficiency with computers and standard business software (word processing, databases, spreadsheets, and internet-based applications).
• Knowledge of local community resources and regional geography.
• Effective oral and written communication, including public speaking, active listening, and clear interpersonal skills.
• Ability to interact respectfully and effectively with people of varied educational, socioeconomic, and cultural backgrounds; to work with frequent interruptions; and to respond appropriately to unexpected situations.
• Ability to extend arms and hands in any direction; pick, pinch, type, and perform tasks requiring fine motor skills and sustained hand/wrist movement.
• Stand or walk for extended periods, including long distances; stoop, kneel, crouch, and reach; and occasionally lift or move objects up to 50 pounds.
• Visual acuity sufficient for reviewing data, operating computers, and performing detailed inspections.
• Proficient writing, verbal communication and social skills.
• Capability to travel independently to meetings and events as required.