Director of Administration

Organizational Overview:

The Alaska Community Foundation (ACF) is a nonprofit, public foundation with a mission of inspiring the spirit of giving and connecting people, organizations, and causes to strengthen Alaska’s communities now and forever. ACF works with donors to increase philanthropy and meet needs around the state through effective grantmaking. Managing over $240 million in assets and over 2,300 funds for the benefit of Alaskans, ACF and their 11 local community foundation Affiliates grant approximately $15 million annually to charitable projects and nonprofit organizations. This includes awarding more than 4,000 grants and scholarships annually through more than 20 competitive grant cycles and more than 60 competitive scholarship cycles. Since its inception ACF has awarded more than $220 million in grants in Alaska. To learn more please visit our website: alaskacf.org. 

Position Summary:

The Director of Administration plays a critical role in supporting the Foundation's administrative functions and overseeing the BP Energy Center, where we host meetings, educational events, and activities for nonprofit organizations and partners throughout the state. 

This role supports the Vice President of Administration in developing and completing projects, refining and updating processes, and ensuring the organization's efficient and effective day-to-day functioning. This position combines strategic oversight with hands-on management, including project management, facility operations, and staff coordination. The Director of Administration ensures smooth operations across administrative processes, facilitates executive decision-making, and fosters a collaborative and productive work environment.

To learn more about the BP Energy Center please visit our website: bpenergycenter.org. 

Essential Functions/Role & Responsibilities (including, but not limited to):

1. BP Energy Center Operations

• Oversee all operations, i.e. reservation system, payment processing, facility policy, vendor contracts and facility maintenance.
• Manage operational staff and support in their training.
• Maintain regular communications with the Facilities Management about facility needs and seasonal contracts.
• Develop and manage annual plan for property upkeep and improvements that align with annual budget. 
• Generate usage metrics to guide future service model at the Center.
• In partnership with the Director of Communications, manage communications for the Center including website content, branding and creation of an annual/biannual subscriber email.
• Seek grant opportunities to support the Center’s operations and strategic projects.
• Open and/or close the facility if necessary.

1. Calais Operations 
   • Lead and manage key organizational projects, ensuring timely and successful delivery.
   • Collaborate with cross-functional teams to define project goals, timelines, resources, and budget.
   • Track project progress, address challenges, and provide updates to executive leadership.
   • Implement process improvements to streamline operations and enhance project execution.
   • Coordinate and schedule meetings, prepare agendas, and follow up on action items.
   • Assist in strategic planning, preparation of reports, and other key initiatives.
   • Facilitate communication and collaboration between executive leadership and various departments. 
   • Provide support, where necessary, to the Executive Assistant and Board Liaison.

The ideal candidate will have the following professional and personality qualities and skills:

1. Soft Skills
   1. Ability to work collaboratively, effectively and efficiently with staff and adjust to changing priorities. 
   2. Problem solving ability, troubleshooting skills, outstanding judgment, initiative and drive. 
   3. Ability to work in high-paced environment with competing demands while maintaining integrity of work product.
   4. Strong organizational skills, sharp attention to detail, and commitment to producing quality results.
   5. High standards regarding accuracy and attention to detail with an aptitude for organizing tasks, managing time, data entry and prioritizing projects. 
   6. Proactivity: you often have a plan C, you see around corners, and you’re consultative.
   7. Independence, self-motivation and discipline: you have a demonstrated ability to manage multiple assignments and projects in a self-directed manner
   8. Confidence and innovation: you know how to manage up, keep us on task, give honest feedback, and push back when it’s in our best interests
   9. An ability to systematically work through complex problems, with a positive customer service orientation, to reach desired outcomes.

1. Hard Skills
   1. Proficiency in Microsoft Office. 
   2. Strong written and verbal business communication skills, including proofreading skills
   3. Tech savvy: you learn new technology with ease and can effectively explain to others how to troubleshoot with technology remotely or in-person
   4. Experience in an administrative, facilities management or hospitality role.

1. Other Qualities
   1. Knowledge of and commitment to Alaska, its many cultures, and an interest in the work of ACF. 
   2. Commitment to continuous improvement: you have a demonstrated disposition towards learning and development, giving and receiving feedback, and implementing necessary changes in a timely way

Required Qualifications and Experience:

1. Three years of high-level professional administrative experience.
2. Three years of direct management of staff.
3. Proficient in Microsoft Office (Word, Excel, PowerPoint), Adobe Acrobat Pro, Outlook 365 and database management. 
4. Demonstrated experience in time and project management.
5. Demonstrated experience in facilities and/or event management.

Preferences

1. Familiarity with the non-profit sector in Alaska.
2. Event management experience.

Work Environment and Physical Requirements:

The work environment and physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required, sometimes for extended periods, to stand or sit. This role routinely uses standard office equipment such as computers, phones, multi-function machines, and filing cabinets. The employee is frequently required to climb stairs; use hands to type, finger, handle, or feel; reach with hands and arms; balance stoop, kneel, or crouch; and get in and out of vehicles. The employee must occasionally lift and/or move small or large objects up to fifty (50) pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception and the ability to adjust focus.

Compensation:

This is a non-exempt, salaried position with pay between $80,000 and $107,000 annually, and is commensurate with experience and expertise. Benefits include but are not limited to, health, vision, dental, and a retirement plan with employer participation after one year of service. 

Alaska Community Foundation is an equal opportunity employer, and we welcome applications from people of all backgrounds, cultures, and experiences.