Business Administration Supervisor - Child Care Resource Center : Job Details

Work Where Your Work Matters. Work At Ccrc.

Ccrc prides itself as a workplace of choice for passionate talent, driven by our mission to cultivate child, family and community well-being. Whether the position works directly with the public or supports our programs, every position is vital to our mission's success and reputation as a leader. We are not your typical non-profit. We are 900+ people strong and growing!

Reporting to the Director of Business Operations, the Business Administration Supervisor leads the Administrative Services (AS) team to deliver cross-functional business-wide support services. The Business Administration Supervisor is responsible for the following Ccrc-wide programs: Centralized Contracts Administration, centralized Policy Administration, Business Continuity/Disaster Recovery (BCDR) program administration, vendor insurance/Ccrc insurance renewals and vendor reviews, data security incident/breach reporting and coordination, Data Governance Committee (Dgc) meeting implementation, limited attorney coordination, the Conflict of Interest (Coi) program, and other cross-functional programs. The Supervisor creates and manages standards-based implementations while coordinating with all business areas for program awareness, consistency, and compliance. The Supervisor creates and maintains centralized, historical data repositories, implements standardized procedures to maintain versioning control, and ensures secure sharing and access is implemented for approved staff.

Essential Duties And Responsibilities

Within a team environment, the Business Administration Supervisor is responsible for the following functions:

Supervision And Management (20%)

• Provide direct leadership of focused team delivering critical business services across diverse functional areas.
• Ensure all administration tasks are assigned to allow for cross-functional collaboration and business continuity among team.
• Mentor, motivate, and grow high performing team and individual members to provide efficient and transparent administration, and learn and adapt to change for evolving business needs and requirements.

Centralized Contract Administration (15%)

• Implement and maintain a database for the Ccrc's contract management system, including current and historical contract information. Ensure contracts database status entries are accurate and updated as changes occur.
• Maintain reporting of current and projected (new business) contract terms and revenue projections through close coordination with Ccrc Grants Management team.
• Ensure all Ccrc contracts (Grants, contracts, vendor agreements, software agreements, memorandum of understanding, confidentiality agreements, etc) are efficiently managed in a central data repository for easy searching, review, and reporting by various Ccrc offices and staff.
• Supervise and oversee staff responsible for implementing the contracts management processes and ensure staff are cross trained to ensure department continuity.

Centralized Policy Administration (15%)

• Develop and implement processes and procedures for centralized, Ccrc-wide policy administration.
• Create and maintain standardized policy templates for all Ccrc policies that comply with Ccrc branding.

Insurance Program Administration (15%)

• Lead insurance coordination activities for Ccrc insurance policy renewals, insurance changes, and coordinate with applicable functional leadership for business details.
• Act as primary insurance broker coordinator. Plan/schedule annual renewal with Insurance committee. Ensure annual renewals are tracked to meet timely updates and review of quotes for renewals.

Other Recurring Business Administration Functions (15%)

The following crucial functions may be assigned where the incumbent will be lead or backup for such programs.

Business Continuity / Disaster Recovery (BCDR) Administration

• Ensure implementation and regularly update Ccrc BCDR program activities. Ensure business continuity plans are completed and reviewed annually (minimum) by all functional areas.
• Initiate, plan, and execute recurring BCDR exercises at least quarterly. Oversee post-exercise review and ensure processes are updated after exercise completion.
• Ensure BCDR training with leadership is completed annually and provide quarterly (minimum) reminders and training topics to Ccrc leadership and staff.

Data Governance Committee (DGC) Coordination

• Manage scheduling and implementation recurring Dgc meeting. Complete meeting notes with action items and follow-up with assigned action item owners to complete tasks.
• Establish processes for pre-meeting agenda and coordinate with non-committee members to attend meeting, provide presentations, etc. depending on agenda topics.

Data Security Incident (DSI) Coordination

• Document and oversee efficient data security incident reporting and investigations.
• Coordinate with Ccrc leadership on DSI reporting, and ensure all follow-up actions are completed.
• Coordinate external legal reviews and state/federal reporting, when incident is determined to be a data breach. Provide Ccrc executive team with updates on status of investigation.

Conflict Of Interest (COI) Program Coordination

• Develop and manage Ccrc's COI program. Ensure annual COI disclosures are completed by all new staff and annually for all others. Establish automated procedures for disclosure mitigation actions, follow-up, and completion reporting for Ccrc leadership.
• Coordinate with People & Culture, Finance, Internal Audit, and program areas at least annually to review and update COI disclosure questions to ensure Ccrc policy and funder requirements are met for annual disclosure reporting.

Interdepartmental Collaboration (20%)

• Facilitate communication between all Ccrc Divisions/Departments as needed
• Establish and maintain regular coordination with Division leadership to ensure all responsible programs are efficient and meeting business needs.
• Establish and lead recurring training and education program to ensure leadership and staff are aware of and have access to require contract, insurance, policy, and other responsible administrative data.

Minimum Required

• Education: Bachelor's Degree in Business Administration, Technology, or related field, or equivalent experience.
• Experience: 5+ years of direct report supervisory experience to include 3+ years of similar experience in at least three of the following areas as listed within the Essential Duties and Responsibilities section: Centralized Contract Administration, Centralized Policy Administration, Insurance Program Administration, Business Continuity / Disaster Recovery (BCDR) Administration, Data Governance Committee (DGC) Coordination, Data Security Incident (DSI) Coordination, or Conflict of Interest (COI) Program Coordination. Proven experience of developing a high-performing team, strong client and customer-focused relationships at all levels of an organization and identifying risk and opportunities in the various interrelated and overlapping processes.
• Behavioral: Proven leadership skillset and flexibility to changing business requirements with superb attention to detail. Current working knowledge of Federal, State and local government contracting and grant management principles. Strong understanding and application of applicable laws and regulations governing local, state, and federal requirements. Ability to perform complex conceptual analysis. Strong interpersonal, organizational, and efficiency skills. Exercise independent judgment to identify and resolve problems in a timely manner. Ability to gather and analyze information skillfully. Demonstrated experience in effectively consulting with legal counsel to obtain legal reviews of contracts, security investigations, etc.

Travel: Some travel/business related driving required; This position requires travel. Staff may choose any mode of transportation (driving, walking, bicycling, carpooling, etc.) to arrive to and depart from the location where attendance is required. Should a staff member choose to drive, the staff member must become an approved driver with Ccrc prior to driving on behalf of Ccrc. Approved drivers driving on behalf of Ccrc may choose to drive a Ccrc vehicle or own vehicle and must meet requirements to be an approved driver including holding and maintaining current auto insurance, current California Driver's License and receiving DMV clearance.

Work Schedule: Hybrid, typically 2-3 days per week (minimum) in office to meet business coordination and project requirements, or as directed by Division leadership.

Work environment: Office work environment; ambient temperature, moderate noise level, indoors. When working remote, must provide professional office-like environment without distraction and in compliance with Ccrc Flexible Work Policy requirements.

Background & Health Clearance Requirements: Background requirements determined according to the requirements of the program(s) which the Project Manager will be supporting. Background check required. As a grant-funded Agency supporting Children and Family Services, Ccrc conducts background checks commensurate with the role to verify candidate qualifications (criminal history, employment history / experience, education, reference checks) and ensure grant compliance. Specific roles may have additional verification / clearance to