Ywca Rochester

Director Of Operations & Administration

The Director of Operations & Administration is responsible for administrative excellence, governance support, compliance infrastructure, procurement operations, and workplace effectiveness across the organization. This position acts as a key operational partner to executive leadership, ensuring the systems, processes and administrative functions of the organization operate efficiently, professionally, and in alignment with organizational priorities. This role oversees board governance administration, records management, risk and compliance coordination, and procurement operations while driving continuous improvement across business operations.

Operational Leadership and Executive Support

• Lead day-to-day office operations and administrative infrastructure, ensuring efficient workflows and strong, consistent internal service standards.
• Coordinate organizational priorities, track deliverables, and support leadership through meeting preparation, reporting, dashboards, presentations and follow-up management.
• Using data and operational metrics, identify opportunities to improve processes, strengthen accountability and enhance collaboration and performance across the organization.
• Lead or support other projects as needed.

Board Governance and Executive Administration

• Serve as the primary operational liaison to the Board of Directors and Board Committees, in support of executive leadership.
• Coordinate board and committee meetings, including annual calendars, agendas, board packets, presentations, minutes, resolutions, governance documentation.
• Maintain official corporate records and governance files while ensuring compliance with bylaws, policies, and nonprofit governance practices.
• Upload, organize, and manage board materials within Easy Board and ensure timely access to accurate information.
• Support board retreats, orientations, and special meetings through operational planning, logistics, and presentation support.
• Manage executive administrative functions, including CEO and COO meeting coordination, expense reporting, and executive support activities.

Business Operations, Procurement, and Vendor Management

• Lead organizational procurement and purchasing operations, including identifying purchasing needs, obtaining quotes, coordinating vendor selection, tracking requests, approvals, invoice review and follow-up.
• Oversee management of vendor contracts and service agreements, monitoring contract and service timelines.
• Partner with department leaders and Finance to ensure purchases align with budget, organizational priorities, and internal policies and procedures.
• Own and continuously improve operations and administrative systems, workflows, and standard operating procedures.
• Map, streamline, and standardize recurring administrative processes to reduce duplication, improve turnaround time, and strengthen accountability.

Compliance and Records Management

• Lead organizational records management and retention, ensuring documentation is accessible, secure, and audit ready.
• Support risk management activities, compliance monitoring, insurance administration, and other organizational accountability requirements.
• Partner with Finance, Human Resources, Facilities, IT and program leadership to ensure administrative processes support compliance, risk management, and regulatory requirements.

Team Leadership and Workplace Experience

• Conduct coaching, performance evaluations, onboarding support, and staff development activities that strengthen operational consistency.
• Train staff on administrative procedures, systems usage, documentation standards, and workflow expectations.
• Ensure professional, welcoming, and customer-focused front desk experience for clients, employees, visitors, partners, and board members.
• Foster a culture of responsiveness, collaboration, and operational excellence throughout the organization.

Qualifications

• Bachelor's degree in business administration, public administration, nonprofit management, operations management, or related field required.
• Minimum of five years of progressively responsible experience in administrative operations, office management, process improvement, team management, vendor coordination, records management, or nonprofit operations.
• Extensive knowledge of nonprofit board governance, including fiduciary responsibilities, board and committee operations, bylaws, governance best practices, board development, policy administration, conflict-of-interest requirements, corporate recordkeeping, and applicable nonprofit regulatory requirements.
• Exceptional written communication skills with the ability to prepare professional board minutes, resolutions, governance documents, reports, and executive correspondence in a timely and accurate manner.
• Demonstrated ability to handle highly confidential and sensitive information with professionalism, discretion, and sound judgment.
• Certified Association Executive (CAE), Certified Nonprofit Professional (CNP), Governance Leadership Certification, SHRM-CP/SHRM-SCP, or other relevant professional certification preferred.