Position Announcement

Vice President of Administration

Reports to: Chief Operations Officer                

Supervisory Role: Yes 

Status: Full-time; Exempt                                                                    

Travel: Yes – up to 25%

Location: Remote                                                                   

Application Deadline: July 16, 2025

Compensation: $135-$165k annually

Application Link: https://screening.insperity.com/application/application.asp?client=5129500a&job_req=0725%2DVPofAdmin&hiring_manager_email=alopez%40nativephilanthropy%2Eorg

*When applying, please submit your resume and cover letter combined into one PDF file*

About Native Americans in Philanthropy 

Native Americans in Philanthropy’s (NAP) mission is to promote equitable and effective philanthropy in Native communities. We do this by increasing engagement and funding to Native-led organizations; increasing and supporting Native professionals in philanthropy; and transforming and influencing the philanthropic sector to be in alignment with an Indigenous worldview. We also aim to improve the availability of regular, reliable data and Indigenous-led research on Native communities and their relation to philanthropy. NAP’s new strategic plan seeks to increase awareness among key constituents and engage Native and non-Native philanthropic professionals, Tribal Nations, and Native-led nonprofits with NAP’s resources, activities, and programs.

About the Position

The Vice President of Administration works closely with the CEO, COO, and CPO to inspire and cultivate ethical leadership, learning opportunities and growth, and proper governance. This role focuses on financial stewardship, operational systems, human resources leadership, and organizational development to support NAP's mission and growth objectives.

The VP of Administration is responsible for creating and maintaining the operational infrastructure that enables programmatic success while ensuring fiscal responsibility, regulatory compliance, and a thriving organizational culture.

Primary Responsibilities

Financial Management

1. Oversee the financial team and ensure financial accountability for the organization
2. Monitor expenditures for the organization and issue contracts for activities to achieve goals and objectives established by leadership
3. Review and assess cash flows and note deviations, taking corrective action to ensure proper operations
4. Coordinate annual renewal of all insurance policies and assess the proper level of risk
5. Partner with outsourced accounting team to ensure all financial systems and transactions are recorded; review monthly financial statements; report abnormalities to leadership
6. Assist financial accounting partner(s) with audit requests and preparation of the 990
7. Negotiate contract renewals for administration including spaces, accounting, legal, etc., and manage RFP processes in accordance with internal controls
8. Ensure internal controls are properly maintained and updated regularly to address the organization's needs
9. Work with department heads to prepare annual budgets and make recommendations to the COO
10. Work with external contractors on systems efficiency and effectiveness and evaluate needs for organizational wide software and upgrades to existing programs

Development

1. Oversee the development and grant writing team to ensure accurate management of all awards and timely filing of all grant concept papers and proposals
2. Ensure a culture of data where tracking information reflects program operations, metrics and outcomes is maintained
3. Build and nurture effective relationships with funders and donors
4. Collaborates with the Director of Development for an effective multi-year funding strategy
5. Serve as final organizational approval of all letters, proposals, reports, materials, briefings, and communications for funder engagement
6. Recommend fund resource allocation for expenditures and manage regranting of all funds to organizations and sub awardees working with the Director of Development and Finance team

Human Resources and Organizational Development

1. Provide coaching and support to department directors in all people management areas; directly oversee the Finance, Development, and HR Administration teams
2. Lead all policy development, values building, employee engagement, and organizational development
3. Ensure the effective administration of a performance review and improvement processes to ensure effective development and growth of key team members, and consistent management practices across the organization
4. Assess organizational strengths and identify the most efficient and effective organizational structure to deliver on organizational goals
5. Ensure proper compliance with all HR related matters, and timely responses to HR issues to resolve and avoid conflicts with compliance
6. Ensure the administration of annual training programs to address matters such as anti-harassment and cyber security; partner with VPs and Directors to build a cohesive approach to team meetings
7. Work with outsourced HR on developing and maintaining systems, manage annual renewals, serve as point of contact, oversee team managing payroll, administer the applicant process and oversee all hiring

Administrative Leadership

1. Coordinate with the legal team on all areas and serves as point of contact on Corporate compliance
2. Develop and implement administrative policies and procedures that support organizational effectiveness
3. Oversee vendor relationships and administrative service contracts
4. Lead cross-functional projects and process improvement initiatives
5. Ensure data management systems support organizational reporting and decision-making needs
6. Coordinate executive-level meetings, board materials preparation, and governance support
7. Manage administrative staff and ensure seamless day-to-day operations

Non-Essential Job Duties

1. Other related duties as assigned.

Knowledge, Skills, and Ability

1. Excellent project management skills and proven ability to meet deadlines 
2. Proficient use of software including Microsoft O365, Teams, and Salesforce 
3. Strong analytic skills that allow comfortable review of financial statements, budget analysis, and forecasting 
4. Proven ability to develop and implement internal controls and ensure regulatory compliance 
5. Experience managing vendor relationships, contract negotiations, and procurement processes 
6. Comprehensive knowledge of HR best practices, employment law, and organizational development 
7. Ability to design and implement performance management systems and employee development programs 
8. Strong leadership and team management capabilities with experience coaching and developing senior staff 
9. Excellent written and verbal communication skills for preparing reports, proposals, and executive communications
10. Collaborative leadership style with ability to work effectively across departments and with external partners
11. Strong problem-solving skills and ability to make sound decisions under pressure
12. Knowledge of nonprofit sector operations, compliance requirements, and best practices

Education and Experience 

• Bachelor's degree in business, finance, accounting, nonprofit management, or related field. Master’s degree preferred.  

• Five (5) years of leadership and management experience in finance and administration in diverse organizations at a similar level 

Physical Requirements 

• Must be able to lead Zoom and other video conference calls and use computer equipment for extended periods of time. 

• Ability to travel up to 25% of the time for events, conferences, and staff meetings. 

Commitment to Equity   

Native Americans in Philanthropy is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. It is our policy to provide equal employment opportunities to all individuals based on job-related qualifications and ability to perform a job, without regard to age, gender, gender identity, sexual orientation, race, color, religion, creed, national origin, disability, genetic information, veteran status, citizenship, or marital status, and to maintain a non-discriminatory environment free from intimidation, harassment or bias based upon these grounds.   

Americans with Disability Act   

Native Americans in Philanthropy complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact jziegler@nativephilanthropy.org.