Executive Director Administrator

Job Description

The Executive Director oversees daily operations, staff, fundraising and community partnerships, with a focus on building stability and hope for our guests. The Executive Director is part of a small, dedicated team entrusted with advancing the mission of GRACE House. This role requires hands-on leadership in all aspects of the organization

Fiscal Responsibilities

Oversee the overall fiscal budget and program operations of GRACE House

Prepare the annual budget with the Board Treasurer and present for Board approval

Research and write grants for program funding

Track financial support and funding streams

Maintain an audit trail for all expenditures

Provide accurate reports to grantors per funding agreements

Complete reimbursement tasks for grants

Manage staff benefit allocations and documentation

Develop and maintain a financial policies handbook in collaboration with the Board Treasurer

Coordinate and participate in fundraising efforts

Staff Responsibilities

Communicate consistently with the Board, staff, and volunteers

Collaborate with staff to ensure quality program services

Develop, maintain, and implement a staff handbook of policies and procedures

Recruit, hire, train, supervise, and evaluate staff; maintain accurate, confidential personnel records

Develop and annually update staff job descriptions

Conduct staff performance evaluations (3, 6, and 12 months for new hires; annually thereafter)

Manage payroll and benefits twice monthly

Provide ongoing staff development and training opportunities

Program Responsibilities

Maintain accurate record-keeping and data collection for reporting and evaluation

Review policies and procedures annually; recommend changes to the Board for approval

Provide monthly written reports to the Board of Directors

Build and maintain relationships with outside agencies; coordinate services aligned with the GRACE House mission

Attend and actively participate in internal and external meetings, community events, and functions

Prepare and maintain meeting minutes as assigned

Educating the public about GRACE House and homelessness issues

Collaborate with interagency teams serving guests

Ensure timely distribution of communications to funders, volunteers, and the community through print, email, website, or other means

Produce and distribute an annual report

Volunteer Program Responsibilities

Develop, maintain, and implement a volunteer handbook

Recruit and engage volunteers

Provide regular updates to the Board regarding volunteer activity

Essential Functions

Follow GRACE House policies and procedures

Maintain professional boundaries, ethics, and confidentiality

Provide on-call response as needed

Oversee strategic initiatives in alignment with Board goals

Ensure staff are informed about organizational progress, changes, and updates

Stay current on best practices in shelter and homelessness services

Promote a culture of accountability, autonomy, and personal growth for staff and guests

Lead staff recruitment, training, evaluations, coaching, and—when necessary—disciplinary or termination processes

Qualifications

Bachelor’s degree from an accredited institution or equivalent professional experience with supervisory/management responsibilities

Minimum of 5 years’ senior leadership experience, preferably in affordable housing, mental health, or nonprofit management

Proven success in fund development, grant writing, financial oversight, and resource development

Experience working with diverse populations

Ability to pass a credit and criminal background check

Valid driver’s license and proof of car insurance

Ability to perform minimal lifting

Necessary Skills

Strong leadership and team-building ability

Excellent oral and written communication skills

Strong organizational and time management skills

Grant writing and financial management expertise

Record-keeping accuracy and attention to detail

Proficient computer skills Ability to work flexible hours as needed

CPR and First Aid certification for adult, child, and infant (or ability to obtain within three months of hire)