Director of Administration & Operations

Reporting to the Director & CEO, the Director of Administration & Operations will manage the day-to-day operations of the Hispanic Society Museum & Library (HSM&L) and oversee Facilities, Security, IT, as well as capital projects. The Director will develop and implements policies and procedures that align with the museum’s mission and strategic priorities. Supervise and support the Director of Facilities, IT and external consultant.

General Management & Administration:

• Support the Director & CEO and leadership team on strategic planning and coordination.
  • Ensure that museum facilities and administrative systems operate effectively and efficiently.
• Write and implement operational policies and procedures.
• Work with insurance brokers to evaluate cost/ benefit of policies in place and ensure appropriate insurance coverage in place.
• Collaborate with outside legal counsel to manage the organization’s legal and compliance needs, and proactively identify and resolve potential legal issues.
• Review and approve contracts with vendors, consultants, and other entities.
• Help identify and foresee administrative costs and track to administrative budget.
• Schedule regular meetings with leadership team.

Technology/Operations

• • Oversee office operations, information technology, and facilities.
  • Ensure the museum’s facilities are well-maintained, safe, and compliant with all relevant regulations.
  • Oversee security staff and protocols to safeguard the museum's collections, property, staff, and visitors.
• Ensure that processes/infrastructure support the organization’s growth strategically; continuously improve efficiency and productivity of operations
• Oversee the organization’s physical infrastructure and maintenance (phone system, security, cleaning, supplies, etc.)
• Maintain strong working relationship with IT consultant to ensure systems are updated and IT security protocols are in place.
  • With the Director of Facilities, manage maintenance schedules, repairs, and renovations.
• Oversee equipment purchases to ensure the need has been assessed and approval is in place
• With the Chief Exhibition Officer & Collection Manager, ensure smooth processes and seamless coordination for all art movement as well as best practices procedures for storage and collection areas access, security and maintenance.
• Assist visitor services and Security staff with ensuring positive experience at the museum, both for visits and programs happening on the premises.
• Support key departments to accomplish their goals (Development, Museum Education, Special Events, Museum Department)
• Other duties as assigned.

Compliance and Risk Management

• • Develop and implement compliance policies to meet legal, regulatory, and organizational requirements.
  • Coordinate risk management initiatives, including insurance coverage, safety protocols, and emergency response plans.
  • Ensure the museum’s adherence to all federal, state, and local laws and regulations.

Capital Projects

• Manage capital projects model to capture all related receipts and expenditures and create timely management and board reporting on project status.
• Work with external consultant and Director of Facilities to manage ongoing capital projects to anticipate cash needs and identify funding sources.
• Together with the Director of Finance, ensure adherence to budget for all capital projects.

Qualifications

• Bachelor’s degree in Business Administration, Museum Studies, Arts Management, or a related field. M.A. is preferred.
• 7-10 years’ experience in non-profit environment with a focus on museum operations management. Museum or cultural institution background preferred.
  • Proven leadership and management skills, with success supervising teams.
  • knowledge of surveillance systems, alarm systems, access control, and incident response protocols to ensure the safety of the museum, staff, and visitors
  • Excellent problem-solving skills, attention to detail, and the ability to multitask in a dynamic environment.
• Excellent communication and interpersonal skills as well as ability to interact with staff, board members, and external consultants.
• Experience managing construction budgets preferred.

Other Skills:

• MS Office Suite.
• Spanish proficiency preferred.