Administrative Director (Part-time)

Porter Collective is partnering with its client, an organization dedicated to expanding access to community mental health services, to find a Part-time Administrative Director who can keep its governing body organized and its programs moving forward.

The Administrative Director is a hands-on, organized self-starter who keeps the Commission's work running smoothly and moves its programs forward.

The role combines three areas of responsibility:

1. Administration: planning and administering Governing Commission meetings and events.
2. Project management: monitoring and advancing existing and proposed programs and initiatives.
3. Planning and development: shaping new programs, initiatives, and collaborations that respond to community mental health needs.

Responsibilities

Administrative Functions

• Schedule and administer the monthly Officers' Agenda Planning Meeting.
• Help prepare for and run Governing Commission and Committee meetings, including drafting agendas, preparing materials, and coordinating presentations.
• Provide setup and technical support for all Commission and Committee meetings.
• Prepare and deliver reports on programs, initiatives, and current and potential collaborations at Commission and Committee meetings.
• Assist the President, Secretary, and Treasurer with materials, proposals, and presentations.
• Create and maintain a shared Commission calendar of due dates for reports, payments, and meetings, and send reminders and notifications to Commissioners.
• Work with Accounting, Bookkeeping, Clinical, and Legal partners to build and maintain a comprehensive, up-to-date Google Drive of organizational materials.
• Prepare and maintain the Policies and Procedures Manual (hardcopy and shared portal).
• Support Commissioner appointments and reappointments, and establish an onboarding process for new Commissioners, including an FAQ.
• Take on other administrative functions as identified by the Governing Commission.

Project Management Functions

• Communicate weekly with vendors and current and potential collaborators, including Accounting, Bookkeeping, Clinical, and Legal, to follow up on initiatives and monitor progress.
• Attend in-person and virtual meetings with vendors and collaborators, with or without Commissioner involvement, to review and give feedback on existing and proposed initiatives, programs, and collaborations.
• Work with the website hosting firm to keep public postings and materials current.
• Facilitate the annual audit process and give prompt feedback on draft audit reports.
• Review the Annual Report, and collect and incorporate Commissioner feedback.
• Work with vendors to review and update the Mental Health Needs Assessment.
• Take on other project management functions as identified by the Governing Commission.

Planning and Development Functions

• Evaluate existing programs and initiatives on an ongoing basis to confirm alignment with the Needs Assessment and Commission goals.
• Meet and coordinate frequently with current and potential collaborators to identify ways to tailor services to the community mental health needs identified in the Needs Assessment.
• Prepare and present proposals and recommendations for new and updated programs and initiatives at each Program Services Committee meeting.
• Plan, coordinate, and run events, with limited Commissioner involvement, that showcase available services to community members and introduce them to prospective collaborators.
• Take on other planning and development functions as identified by the Governing Commission.

Qualifications

• Bachelor's degree or higher
• Five to ten years of experience in administration or project management
• Strong technology skills, including Google Workspace and virtual meeting platforms
• Strong written and verbal communication skills
• Ability to work independently and manage multiple priorities and deadlines
• Comfort presenting to boards and committees and building relationships with partners and community members
• Ability to attend the mandatory in-person meeting on the third Monday of every month, and occasional community events, in the Chicagoland area

This is a part-time, hybrid W-2 position requiring 20 hours per week. Most work can be done remotely, but the Administrative Director must attend the Governing Commission's mandatory in-person meeting on the third Monday of every month, and may occasionally be asked to attend community events in person. Compensation is $50.00 per hour, paid twice monthly. This position does not include insurance, retirement, or paid time off benefits