Senior Director Administration & Programs

Position Description

The Senior Director, Administration & Programs provides direction and oversight for all administrative activities related to the organization, including finances (including budgeting), data reporting, the veteran management system, human resources, reception, and overall administrative support to the CIVOC team. This role provides direction and oversight for all program delivery related to housing, transportation, and outreach.

As a member of the senior leadership team, this position reports to the Executive Director and is intended to evolve toward a Chief Operating Officer role as the organization's scope, budget, and staffing continue to grow. Case Management and Development will continue reporting directly to the Executive Director for the current fiscal year, with the Executive Committee revisiting this alignment as the role matures.

Essential Job Functions

Essential functions are the fundamental job duties that an employee must be able to perform, with or without reasonable accommodation.

Program Leadership & Compliance

• Collaborate with the Director of Food Pantry Operations to provide strategic oversight of the food pantry program, assessing long-term programmatic and capital needs and developing the budget for this large-scale program.
• Oversee daily operations of facilities management, transportation, and outreach activities, and potentially other programming as needs arise.
• Provide direction and operational oversight for the veterans’ houses owned by the organization, as well as the management of tenants.
• Participate in managing the organization’s housing-related projects as directed by the Executive Director.
• In partnership with the Director of Case Management, collaborate in the selection process for housing opportunities for veterans and understand and communicate the case management program and wraparound services deployed in each case.
• In partnership with the Director of Development, collaborate on the development and achievement of development goals, particularly as related to activities supporting housing, transportation, and outreach. E
• Ensure all veteran services align with grant requirements and organizational goals.
• Monitor program outcomes using data-driven metrics to track community impact.
• Ensure compliance with local, state, and federal veteran service regulations.
• Conduct routine interface with regional and county housing authorities.

Operational & Financial Management

• Lead the finance function and external resources; develop and manage the annual budget in collaboration and coordination with the Executive Director.
• Working with Case Management Leadership to manage external reporting to state and federal government agencies, ensuring the organization meets all requirements in a timely manner.
• Participate in the collection and dissemination of required monthly information to the Board of Directors, meeting all required timelines.
• Manage annual reporting and information-sharing requirements (internal and external) to ensure due dates are met.
• Standardize operational workflows to maximize resource allocation across the organization and to optimize use of the veteran management system.
• Mitigate organizational risk by enforcing safety protocols and legal policies.
• Authorize program expenditures and track budget variances monthly.

Team Management & Culture

Supervise, mentor, and evaluate the following direct reports:

• Director of Food Pantry
• Manager, Outreach & Programs
• Facilities Manager
• Administrative Coordinator
• Lead Data Analyst
• Accounting Manager
• Associated contracted and internal financial/operations support staff
• Foster a collaborative work culture rooted in veteran advocacy.
• Identify professional development needs and implement staff training initiatives.
• Resolve internal personnel grievances and escalate complex issues to the Executive Director.

Community & Stakeholder Relations

• Represent the organization at regional veteran coalition and stakeholder meetings.
• Maintain strong partnerships with landlords, program partners/collaborators, contractors engaged in maintenance of owned and rented assets, and transportation partners.
• Collaborate with the fundraising team to provide data for grant applications.

Non-Essential Job Functions

Non-essential functions are secondary duties that can be reassigned or modified if needed.

• Attend evening community networking events and donor galas as requested.
• Draft content contributions for the organizational newsletter and social media.

Minimum Qualifications

• Education: Bachelor’s Degree in Business Administration or Non-Profit Management, or a related field preferred.
• Experience: 5+ years of operational leadership experience, preferably within a human services or veteran-focused nonprofit.
• Budgeting: Demonstrated experience managing budgets for medium to large organizations (approximately $2.5M+ in annual operating budget).
• Systems: Proficiency and experience with SaaS (software as a service) and database-related tools and standard office productivity tools.
• Knowledge: Deep understanding of veteran populations and their needs.
• Licensure: Valid driver’s license and clean driving record.

Equal Opportunity Employer

Cape & Islands Veterans Outreach Center is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or veteran status.