Director of Administration

Director of Administration for Nonprofit Arts and Garden Foundation,

Hermitage Santa Barbara 

Location: Downtown Santa Barbara, California

Reports to: Executive Director

This full-time position involves working as part of a team in a quaint, serene office located in downtown Santa Barbara. The role includes efficiently managing and administering the foundation’s daily operations (85%) and conducting administrative tasks related to several small family trusts (15%). The position is primarily on-site, although the Director of Administration may work some hours remotely.

Hermitage Santa Barbara is a private operating art and sculpture garden situated in the hills of Santa Barbara, CA. The Director of Administration, Executive Director, and Finance Director primarily operate from a historic downtown office.

ABOUT THIS POSITION

We are seeking a highly organized, proactive, and professional Director of Administration to ensure the smooth operation of our foundation by managing and supporting a multifaceted program. This includes overseeing the daily functions of the organization and effectively communicating and collaborating with the small executive team (comprising the Executive Director, Director of Operations, Finance Director, the Board of Directors, and all business and professional consultants). The ideal candidate should possess exceptional organizational, technical, and interpersonal skills, strong attention to detail, and the ability to manage multiple tasks efficiently with minimal supervision while maintaining a high level of confidentiality.

We are an equal opportunity employer and do not discriminate against anyone based on race, creed, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or political affiliation. We encourage all qualified applicants to apply.

JOB DUTIES INCLUDE:

Business Management and Systems: 

– Interface with all executive team members, staff, museum and garden employees, consultants, HR vendors, and contractors as needed to ensure smooth daily operations and compliance.

– Manage and facilitate robust HR functions and staff training, collaborate closely with HR vendors for compliance, and coordinate tasks such as onboarding, employee evaluations, benefits, training, emergency plans, and safety inspections for nonprofit and trust entities.

– Negotiate contracts, ensure accuracy and compliance with all necessary documentation, and facilitate payments.

– Collaborate and contribute to the development and implementation of the master plan.

– Collect data and prepare reports or summaries for the Executive Director and Board of Directors; provide backup support to the board and staff when the Executive Director is unavailable.

– Maintain familiarity with overall finances by working closely with the Finance Director on budgets, tax forms, monthly service fees, sales receipts, and other documents; provide backup bookkeeping support when the Director of Finance is unavailable.

– Provide backup support for contractor and consultant oversight, as well as operational systems on-site when the Director of Operations is unavailable.

Information Management and Systems: 

Maintain, manage/expand, and streamline:

– confidential files, databases, and records, ensuring authorized access to relevant documents as required

– databases and processes

– records management systems to facilitate efficient document storage, retrieval, and disposal

– IT consultants and systems

– future educational and archival research (in collaboration with Executive Director)

Tour Systems and Coordination: 

– Manage, streamline, and participate in small docent programs, meetings, and staff training, enhancing the program with additional support, and training as a backup docent.

– Facilitate, design, and improve systems for tours and tour requests; schedule tours and guest museum/garden visits.

Communication and Correspondence: 

– Accurately and professionally draft policies, presentations, procedures, and reports.

– Facilitate effective communication and scheduling within the Hermitage Santa Barbara executive team (Executive Director, Director of Operations, Director of Finance, Board of Directors, and outside consultants), ensuring timely and accurate dissemination of information and follow-up on action items.

– Collect data, provide input, and prepare reports and/or summaries for the Executive Director.

Relationship Management: 

– Build and maintain positive relationships with Hermitage stakeholders, representing the Hermitage professionally; provide backup support when the Executive Director is unavailable.

QUALIFICATIONS

– Minimum of three years of relevant experience in managing programs, systems, and people.

– Experience with and knowledge of human resources: payroll, benefits, employee reviews, bonuses, retirement plans, health insurance, and management of staff and consultants.

– Excellent leadership, organizational, and time management skills, with the capacity to prioritize and multitask effectively; project management experience is beneficial.

– Exceptional written and verbal communication skills, with a strong attention to detail.

– Familiarity with financial management principles.

– Willingness to check emails during non-business hours once or twice a month.

– Proficiency with productivity tools, such as MS Office Suite (Word, Excel, PowerPoint), Adobe Acrobat, SharePoint, graphics, calendar management software, and smartphone applications.

– Ability to handle sensitive and confidential information with discretion and professionalism; strong ethical conduct is required.

– Strong problem-solving skills and the ability to adapt to shifting priorities.

– Proactive and self-motivated, with a strong sense of initiative and the ability to work independently in a quaint, serene office.

– Collaborative and creative problem solver with consistent follow-through.

– A bachelor’s degree is preferred, although extensive relevant experience can compensate.

COMPENSATION

This is primarily an in-office position, requiring at least three to four days in the office, with occasional on-site museum work. Some tasks can be performed remotely. The salary range is $100,000 to $120,000, commensurate with experience, along with a benefits package.

TO APPLY

Please submit your resume and a one-page cover letter expressing your interest in this position and outlining your qualifications to: emma@hermitagesb.org. Use “HSB DA Application” in the subject line of your email.