Community Outreach and Patient Empowerment (COPE) is a Native-controlled, non-profit entity 501©3 based in Gallup, NM. COPE works closely with several Boston-based partner organizations, a global non-profit organization called Partners In Health (PIH) and academic teaching hospital Brigham and Women’s Hospital (BWH). COPE has an annual budget of $3.5M and a New Mexico-based staff of approximately 25 individuals.
Position Title: Administrative Director
Reports to: Executive Director
Location: Gallup, New Mexico (based at COPE office)
Position Type: Full-time (may include evenings and weekends)
The Administrative Director plays a key role in enabling COPE to achieve its overall mission and vision. The Administrative Director will oversee organizational operations, development, communications, human resources, and compliance/policy activities in accordance with COPE’s strategic plan. This individual will also liaise with PIH/BWH teams related to these areas, and will work closely with the Controller and Executive Director to ensure close strategic articulation with organizational finance. The position is full-time (40 hours a week) and includes supervision of up to 4 staff, based in the Gallup, NM office.
The principal responsibilities of the position will include:
Administrative oversight (20%):
Organizational operations as well as planning for operational growth and organizational systems including:
- Work with Controller to ensure that financial systems are compliant and aligned with organizational strategies and programs.
- Develop and implement organizational policies and procedures, including a Risk Management Plan, Employment Practices Policies, and other policies to enhance COPE’s administrative infrastructure.
- Provide ongoing evaluation and updates of existing policies and procedures as needed.
- Administer legal requirements and reporting as a 501©3.
- Organize and participate in the COPE Advisory Council and Board of Director meetings, and other committees as needed.
- Manage MOUs and ensure all documentation updates and organizational registrations are maintained.
- Other duties assigned by Executive Director
Human Resource oversight (30%):
Work with Executive Director, Program Director, and Program Managers to:
- Develop job descriptions, hiring protocols, on-boarding/off-boarding, orientation, and training programs for COPE staff;
- Design continuous professional development plans for COPE staff, with input from staff regarding specific areas of interest or training needs when applicable;
- Oversee COPE staff performance evaluation process and maintain confidential HR records for all COPE employees.
- Oversee interns, volunteers, service members, and work-study programs by completing administrative tasks such finalizing agreements/contracts, scope of work, and managing the recruitment and placement of students, volunteers, and trainees. Develop a logistical plan with the program manager for the student, volunteer, or trainees’ first day and timeframe of assignment.
Development and External Relations (30%):
- Oversee execution of COPE development planning, external relations, and communications, in close coordination with the COPE Advisory Council, Board of Directors, Executive Director, and PIH teams.
- Maintain database and communication with donors, plan fundraising events, and conduct research as needed on funding opportunities and donor prospecting.
- Work with PIH and other stakeholders to organize site visits, community events (e.g. symposia, conferences) and other communications activities to raise visibility and awareness of COPE and actively engage potential supporters/donors. Serve as initial point of contact for community events and site visits, in order to identify COPE teams suited to lead each event.
- Provide mentorship and support, as needed, on event planning to Program Managers, including support for retreats, professional development, community events, etc. Coordinate logistics with external and internal constituents, develop and provide the policies and procedures of special events and site visits. Ensure the communication between managers, the team, and visitors regarding visits.
- Develop and execute COPE’s communications plan, working closely with PIH communications, Program Managers, and Boston-based COPE Program Development Officer to create communications deliverables that are suitable for raising awareness, transmitting changes and engaging stakeholders, and fundraising.
Strategic Planning (10%):
- Assist Executive Director to develop strategic plans for operational activity.
- Provide input on operational strategy to ensure financially responsible and impactful organizational growth, including participation in monthly Director meetings, COPE Advisory Council meetings, BOD discussions, and quarterly work plan /budget reviews. Ensure that organizational strategy is aligned with communications and development plan, communicate strategic plan to Program Managers and stakeholders.
Facilities Management (10%):
Oversee office management and operations including:
- Negotiate and renew leases, utilities, and office changes;
- Communicate with staff regarding office-related events, occupancies, and changes.
- Ensure smooth transitions and utilization of space, office supplies and procurement, etc.
- Supervise the Administrative Assistant
Qualifications: (include education, experience and language skills required)
- Master’s Degree in Public Administration, Public Health, Social Work, or related field is required;
- At least five years of relevant experience and a demonstrated track record in administrative management of similar programs and/or organizations is required;
- Leadership skills, reflected in the ability to listen to diverse perspectives, make sound judgement based on organizational priorities, and provide effective and transparent communication regarding the process and outcomes of organizational decision making.
- Strong and proven technical skills in external relations, human resources, organizational development with past experience in administrative leadership
- Professionalism, as demonstrated by impeccable confidentiality and diplomacy, ability to lean into challenging situations with equanimity, humility, and respect
- Honesty, accountability and transparency.
- Excellent analytical, organizational, and problem-solving abilities.
- Detail orientated with the ability to quickly master subject matter and see it in the context of a broader operational framework.
- Excellent interpersonal and communications skills and demonstrated ability to work across a range of cultures, personalities, and competencies.
- Commitment to health and social justice.
- Willing to reside near or in Gallup, NM (location of COPE office).
- Must have own reliable transportation and be willing to use it for work travel, including making long work drives.
- Local knowledge of Navajo culture and health system preferred.
- Fluency in the Navajo language a strong asset.
- Experience in early phase of non-profit organizations preferred.