WHAT DOES A DIRECTOR OF ADMINISTRATION DO?

Published: Nov 22, 2024 - The Director of Administration prepares offices for a hybrid work environment, ensuring seamless collaboration and effective operations. Leads managerial and staff teams, overseeing budget management, strategic projects, and performance metrics. Actively collaborates with HR and other departments, promoting community involvement and enhancing employee morale through innovative programs.

A Review of Professional Skills and Functions for Director of Administration

1. Director of Administration Duties

  • Regulatory Compliance Management: Responsible for ensuring John Hancock funds' shareholders reports comply with GAAP and SEC regulations, including Sarbanes-Oxley requirements.
  • Regulatory Monitoring: Monitor developments in GAAP and SEC regulations relevant to investment companies, ensuring departmental policies are updated accordingly.
  • Resource Coordination: Allocate and coordinate resources within Fund Reporting to address human resources issues.
  • Department Oversight: Oversee all functions including shareholder reporting, regulatory filings, DC&P and Officer Certification process, monthly web reporting, and security master file maintenance.
  • Process Documentation: Maintain and update DC&P documentation to reflect changes in Fund Reporting and Fund Administration processes.
  • Risk Management: Work to improve the quality of internal controls at FFR to minimize operational, financial, and compliance risks.
  • SOX Compliance Oversight: Oversee John Hancock Funds’ DC&P Process for Sarbanes-Oxley compliance, including planning and ensuring ongoing compliance.
  • Process Efficiency Improvement: Improve the efficiency and effectiveness of the compliance/assessment process.
  • Project Leadership: Lead status meetings and prepare reports for all projects and initiatives involving internal and external constituents.
  • Documentation Management: Maintain and enhance a repository of internal control documentation and departmental policies related to internal control changes.
  • Regulatory Training: Plan and provide employee training and awareness programs on regulatory developments including SOX 302, SEC regulations, and GAAP.
  • Staff Management: Manage the Fund Reporting staffing plan, allocating and monitoring work to assure departmental objectives and standards are met.
  • Performance Management: Make decisions regarding employment, performance appraisals, training, development, and disciplinary actions.

2. Director of Administration Details

  • Financial Policy Development: Develops and monitors SON financial policies and procedures.
  • Budget Oversight: Oversees the development, implementation, reporting, and monitoring of all SON budgets according to multiple institutional policies and procedures, to ensure fiscal accountability.
  • Payroll Management: Oversees the management of the payroll for all staff, in multiple locations including the international arena.
  • Funding Negotiation: Negotiates funding support for salaries or infrastructure, with international affiliates and other funding agencies.
  • Funding Strategy Collaboration: Works with the Vice Dean to maximize funding from internal sources and to generate external sources of funding in support of the School.
  • Funding Opportunities Identification: Seeks opportunities in partnership with Vice Dean to apply for internal and external funding opportunities.
  • Contractual Analysis: Work with operations regarding the determination of the status of assumption contracts and transactions.
  • Corporate Documentation Participation: Participate in the information of entities, preparation of operating agreements, and organizational documentation.
  • Accounting Collaboration: Effectively partner with the accounting department regarding federal identification numbers and organization structure.
  • Legal Partnership Coordination: Partner with outside counsel regarding corporate status and documentation, facilitate reinstatements/annual fees of dissolved entities, assist management/outside counsel on all corporate, legal, and regulatory matters.
  • Agent Services Monitoring: Monitor registered agent services and negotiate discounts.
  • Community and Agency Interaction: Respond to inquiries from agencies, customers, and the business community.
  • Property Compliance Management: Manage property compliance as it pertains to all operating licenses and permits, including acquisition and monitoring of liquor licenses

3. Senior Director of Administration Responsibilities

  • Strategic Deliverable Development: Build robust deliverables to support the execution of strategic frameworks and operating plans with stakeholders at all levels, from executives to individual contributors.
  • Cross-functional Collaboration: Partner across teams to engage subject matter experts in the development of custom assets, including PowerPoint presentations, talking points, and facilitation guides.
  • Strategic Updates Preparation: Prepare updates for the quarterly Project Lead The Way (PLTW) Board of Directors (BOD) meetings on the strategic framework.
  • Stakeholder Coordination: Act as a trusted advisor to the Chief Administrative Officer, helping inform decisions, manage time, and prioritize commitments.
  • Collaborative Strategy Management: Collaborate with key internal contributors to manage and inform organizational strategic framework deliverables.
  • Performance Data Management: Ensure the timely collection of strategic framework performance data and information from project teams and leaders across the organization.
  • Special Project Management: Manage the execution of special projects for the Chief Administrative Officer, including research, writing executive summaries or briefings, and preparing PowerPoint presentations.
  • Meeting Coordination: Plan and coordinate strategic framework meetings and updates for the Executive Leadership Team.
  • Executive Communication: Provide clear and timely communications and progress/status reporting on the assigned portfolio of work to the Chief Administrative Officer.
  • Proactive Problem Identification: Anticipate needs and identify problems proactively.
  • Independent Solution Development: Develop solutions and leverage existing resources to solve problems with minimal oversight or direction.

4. Director of Administration Accountabilities

  • Administrative System Development: Develop, refine, and implement JTF's administrative systems.
  • Calendar System Management: Develop and manage the JTF organizational calendar system.
  • Project Management System Support: Support the evolution and maintenance of the JTF project management system (Airtable database).
  • Fiscal Sponsor Liaison: Act as liaison and manage the relationship with JTF's fiscal sponsor.
  • Financial Administrative Support: Provide administrative support related to finance: tracking spending, invoicing, and budgeting.
  • Database Maintenance: Support in maintaining the JTF database of contacts.
  • Branding and Template Creation: Create and maintain JTF-branded templates of documents, presentations, and other company materials.
  • Document Organization: Maintain organization of folders and documents on Google Drive.
  • Team Member Onboarding/Offboarding: Help onboard and offboard team members.
  • Fundraising Team Support: Provide administrative support to the fundraising team, including submitting proposals and reports to donors.
  • Executive Support: Provide executive support to the executive director.
  • Executive Calendar Management: Proactively manage the executive director’s calendar and schedule travel.
  • Key Partner Liaison: Interface as JTF liaison with high-profile donors, grantees, and other key external partners.
  • Material Preparation: Prepare written materials for both internal and external distribution.
  • Event Planning Oversight: Oversee planning of in-person and virtual events, including JTF team retreats, convenings across the JTF network of partners, strategy working group meetings, and advisory board meetings.
  • Event Logistics Coordination: Lead coordination of all event logistics.
  • Governance Board Liaison: Liaise with governance boards and serve as primary point of contact for event planning teams.

5. Director of Administration Functions

  • Hybrid Environment Preparation: Prepare offices for the return to work and ensure teams can work effectively in the new hybrid environment by collaborating with firmwide teams to address concerns and suggest improvements.
  • Leadership and Management: Provide leadership to managerial staff and direct management to non-management staff in Los Angeles and Santa Monica, collaborating with firmwide Directors and Chiefs.
  • Budget and Project Support: Work closely with the Firmwide Director of Administration to support and guide on annual budgets, coordinated office activities, and significant office projects.
  • Strategic Implementation: Work with leadership to establish timelines and partner with others to execute strategic objectives.
  • Performance Metrics Establishment: Establish and monitor metrics that measure the success of actions.
  • Resource Provisioning: Ensure that all attorneys and staff have the necessary resources to provide extraordinary service to clients.
  • Departmental Liaison: Liaise with all firmwide departments, including Attorney Recruiting, Finance, HR, IT, Marketing, and Sales.
  • Community Service Leadership: Play an active leadership role in community service activities organized in the office.
  • Employee Morale Programs: Initiate and lead programs and policies aimed at cultivating employee morale.
  • HR Collaboration: Team with HR to lead staff recruiting and performance management processes for the Los Angeles and Santa Monica based staff.
  • Performance Evaluations: Draft and deliver performance evaluations and handle appropriate disciplinary actions.
  • Staffing Level Monitoring: Actively monitor staffing levels (ratios, overtime hours, etc.) to ensure optimal efficiencies.