Director of Administration

Company Description

A best-in-class city that attracts best-in-class talent, Philadelphia is an incredible place to build a career. From our thriving arts scene and rich history to our culture of passion and grit, there are countless reasons to love living and working here. With a workforce of over 30,000 people, and more than 1,000 different job categories, the City of Philadelphia offers boundless opportunities to make an impact.

As an employer, the City of Philadelphia values inclusion, integrity, innovation, empowerment, and hard work above all else. We offer a vibrant work environment, comprehensive health care and benefits, and the experience you need to grow and excel. If you’re interested in working with a passionate team of people who care about the future of Philadelphia, start here.

What we offer

• Impact - The work you do here matters to millions. 
• Growth - Philadelphia is growing, why not grow with it? 
• Diversity & Inclusion - Find a career in a place where everyone belongs.
• Benefits - We care about your well-being.

Agency Description

The Philadelphia City Commissioners are a three-member bipartisan board of elected officials in charge of elections and voter registration for the City of Philadelphia. Each Commissioner is elected to serve a four-year term that coincides with the municipal election cycle for Mayor and City Council.

The Commissioners set and enforce departmental policies to administer voter registration and conduct elections in accordance with federal and state voter registration and election laws.

Job Description

Position Summary

The Director of Administration is a pivotal leadership role within the Administration Program of the Office of the City Commissioners. This position reports to the Board of City Commissioners and is under the day-to-day supervision of the Chairwoman’s Office. The Director of Administration is responsible for overseeing various administrative functions, including Human Resources, Budget Management, Procurement, Financial Reconciliation, and Policy Compliance.

Strategic Leadership:

Provide visionary leadership to the Human Resources and Budget Offices, aligning initiatives and projects with the City Commissioners' directives and goals. Develop and execute strategic plans, setting clear goals, timelines, benchmarks, and resource allocation to adapt to changing conditions.

Policy Development:

Evaluate existing policies and identify the need for changes or enhancements to support planned and ongoing initiatives. Propose, develop, and implement new policies as necessary, ensuring alignment with organizational objectives and regulatory requirements.

Financial Management:

Manage the annual budgeting process, working closely with the Budget Director to allocate resources effectively and ensure fiscal responsibility. Review and maintain cash reconciliations, ensuring accurate financial reporting and compliance with accounting standards.

Procurement and Contract Management:

Oversee procurement activities, including vendor selection, contract negotiations, and compliance with procurement regulations. Manage the Request for Proposal (RFP) process for various projects, ensuring transparency and fairness in vendor selection.

Human Resources Management:

Lead the HR Director in maintaining accurate job descriptions, ensuring alignment with organizational needs and regulatory standards. Oversee HR processes, including recruitment, onboarding, employee development, performance management, and compliance with labor laws.

Team Management:

Manage and provide guidance to the HR Director and Budget Director, fostering a culture of collaboration, accountability, and continuous improvement. Encourage professional development, mentorship, and growth opportunities for team members.

Stakeholder Collaboration:

Foster collaboration among diverse stakeholders, internally and externally, to drive effective decision-making and consensus building. Communicate key messages across the organization and seek feedback from all levels to ensure transparency and alignment.

Competencies, Knowledge, Skills, and Abilities

Display adeptness in team leadership and management, encompassing the creation of harmonious team structures and effective mechanisms, while ensuring successful execution throughout administrative initiatives.

• Leadership Skills: Proven ability to lead, inspire, and guide teams toward achieving goals. Prior leadership experience is preferred.
• Financial Acumen: Strong understanding of budgeting, financial reporting, and cash reconciliations.
• Procurement Expertise: Familiarity with procurement processes, contract management, and vendor relationship management.
• HR Knowledge: Sound knowledge of HR principles, including job descriptions, recruitment, performance management, and labor regulations.
• Data-Driven Decision Making: Ability to analyze data, make informed decisions, and develop effective solutions.
• Communication: Excellent written and verbal communication skills, capable of conveying complex information to diverse audiences.
• Collaboration: Skilled at building consensus and collaboration among various stakeholders.
• Innovation: Creative thinker with a track record of developing strategies to address challenges and promote innovation.
• Performance Management: Experienced in or knowledgeable about developing a culture of accountability and excellence, driving teams to exceed goals.

Knowledge, Skills, and Abilities

• Thorough understanding of policy development and implementation to support organizational objectives.
• Awareness of local regulations, laws, and compliance standards relevant to administrative functions.
• Analytical skills to interpret data, assess situations, and develop effective solutions.
• Skilled in strategic planning, goal-setting, and execution of administrative initiatives.
• Organizational and time management skills to prioritize tasks and meet deadlines.
• Proficiency in using technology, software, and tools relevant to administrative tasks.
• Skill in creating a positive and productive work environment that encourages collaboration and innovation.
• Ability to mentor, coach, and develop team members for continuous growth.
• Aptitude for analyzing complex situations and identifying opportunities for improvement.

Qualifications

Minimum:

• Some college level coursework at an accredited college or university.
• Any equivalent combination of education and experience determined to be acceptable by the hiring entity which has included the specific experience.

​​​​​​​Preferred:

• Minimum of 3 years of progressive experience in administrative leadership, with a demonstrated track record of managing complex functions and teams.
• Bachelor’s Degree from accredited college or university.
• Effectively and successfully supervising teams, directly or indirectly.

Additional Information

TO APPLY: Interested candidates must submit a cover letter, resume, and references.

Salary Range: $110,000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTA’s Key Advantage program. Employees can ride on SEPTA buses, subways, trolleys, and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation, sick leave, and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer, City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area, ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses, extending not only to City employees but in some cases, spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22, 2023, vaccinations are no longer required for new employees that work in non-medical, non-emergency or patient facing positions with the City of Philadelphia. As a result, only employees in positions providing services that  are patient-facing medical care (ex: Nurses, doctors, emergency medical personnel), must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race, ethnicity, color, sex, sexual orientation, gender identity, religion, national origin, ancestry, age, disability, marital status, source of income, familial status, genetic information or domestic or sexual violence victim status. If you believe you were discriminated against, call the Philadelphia Commission on Human Relations at 215-686-4670 or send an email to faqpchr@phila.gov.

For more information, go to: Human Relations Website: http://www.phila.gov/humanrelations/Pages/default.aspx