Director of Administration - Brooklyn Kindergarten Society : Job Details

Job Title: Director of AdministrationJob Classification (FLSA): Exempt, 40 HoursSupervisor: Executive Director The Brooklyn Kindergarten Society (BKS) is the original born in Brooklyn. We were founded in 1891, and for 130 years, BKS has helped provide high-quality early childhood education to working families.BKS has grown up with the borough and continues to be a leader in equitable access to early childhood education. We provide full day, year-round academic experiences and care for children ages 2-5 years old. Our curriculum is play based and marries together reading, writing, movement and music, with STEAM (Science, Technology, Engineering, Arts, and Mathematics) learning. Our goal is to ensure that Brooklyn's youngest learners have an equitable first educational step. Position Summary The Director of Administration plays a critical leadership role in the organization's success by ensuring the effective and efficient functioning of internal operations. This includes oversight of administrative systems, procurement, facilities, human resources support, IT, and organizational infrastructure. The Director of Administration will partner closely with the Executive Director and leadership team to support strategic planning, manage cross-functional projects, and ensure operational alignment with the organization's mission and goals. Key ResponsibilitiesOrganizational Operations & Administration

• Oversee daily administrative operations and lead cross-functional initiatives to enhance internal systems and efficiencies.
• Develop and maintain administrative policies, procedures, and documentation.
• Manage relationships with vendors and service providers to ensure high-quality and cost effective support across sites.

Procurement & Inventory Management

• Lead the procurement process for all goods and services, including classroom supplies, technology, office equipment, and facilities-related purchases. Develop and manage purchasing policies to ensure compliance, equity, and cost-effectiveness.
• Collaborate with finance and program teams to forecast procurement needs and track expenditures within budget guidelines.
• Maintain up-to-date vendor records and contracts; solicit bids or quotes in alignment with procurement policy.
• Oversee inventory tracking and ensure timely ordering and delivery of critical supplies to program sites.
• Manage vendor relationships and ensure timely ordering, delivery, and inventory tracking.
• Oversee contract negotiation, renewals, and performance for key vendors and service providers.

Information Technology (IT) Oversight

• Oversee the organization's IT infrastructure, systems, and services in collaboration with external IT vendors. Lead efforts to identify and implement technology improvements that enhance organizational efficiency and staff productivity.
• In conjunction with the IT external vendor, develop and maintain IT policies and procedures, including cybersecurity and data privacy protocols.

Human Resources Oversight

• Manage HR staff in the support hiring, onboarding, performance management, and compliance with employment laws and according to Local 95, Local 205, and CSA regulations.
• Ensure compliance with labor laws and organizational HR policies.
• Ensure accurate record-keeping and confidentiality of employee files.
• Contribute to creating and maintaining a healthy and inclusive workplace culture.

Facilities & Vendor Management

• Oversee facility operations, maintenance, repairs, and long-term infrastructure planning in conjunction with the Director of Compliance.
• Coordinate with vendors for services such as cleaning, security, and building improvements.
• Manage leases and ensure work environments meet safety and accessibility standards.

Financial & Budget Support

• Work closely with the finance team to monitor administrative and procurement-related expenditures.
• Support budgeting processes by providing accurate cost estimates and operational data.

Leadership & Strategy

• Serve as a key advisor to the Executive Director and senior leadership team on administrative strategy and infrastructure development.
• Supervise HR Generalist and Recruitment and HR Manager.
• Lead or support special projects and organization-wide planning efforts.

Education and Experience

• Bachelor's degree in Business Administration, Public Administration, Nonprofit Management, or a related field required; Master's degree preferred.
• Minimum of 7-10 years of progressive leadership experience in administrative operations, preferably in a nonprofit or early childhood education setting.
• Proven experience managing cross-functional teams and overseeing areas such as finance, human resources, procurement, facilities, and IT.

Knowledge, Skills, and Abilities

• Strong knowledge of nonprofit operations, compliance, and reporting requirements.
• Familiarity with early childhood education programs, Head Start, and/or state-funded initiatives is highly desirable.
• Demonstrated ability to lead and manage complex projects across multiple departments.
• Exceptional organizational, analytical, and problem-solving skills.
• Proficient in budgeting, forecasting, and financial reporting.
• Strong knowledge of procurement best practices and contract/vendor management.
• Experience overseeing IT systems, infrastructure, and cybersecurity compliance.
• Excellent interpersonal and communication skills; ability to collaborate effectively with diverse stakeholders.
• High level of integrity, confidentiality, and professionalism.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and Google Workspace.
• Familiar with HR information systems (HRIS), procurement platforms, and facility management systems.
• Comfort with learning and implementing new technologies to improve administrative efficiency

Other Requirements

• Ability to manage competing priorities and thrive in a fast paced, mission-driven environment.
• Willingness to travel between program sites as needed.
• Commitment to equity, inclusion and the mission of serving children and families.
• Must be willing to assist in internal and external event planning in collaboration with the
• Executive Associate to ensure successful execution of organizational functions.