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Position Description: Director, Administration

Location: YPIE National Office

YPIE partners with students to ensure they are ready for, enroll in, and complete college.

At Yonkers Partners in Education (YPIE), we believe:

• All young people, regardless of zip code, are entitled to a quality education, and a chance to discover their passions and share their talents with the world.

• Post-secondary education is essential to upward economic mobility.

• Readiness for, access to, and persistence in college are integral to degree attainment.

With support from the YPIE team, students become lifelong learners equipped to thrive in the future economy and empowered to contribute to their communities and humanity. If you have the experience and determination to change the course of a student’s life, review this position description for info and next steps.

JOB MISSION

The Director of Administration strengthens YPIE’s mission by ensuring the organization operates with sound fiscal management, accountability, and efficiency. Reporting to the Senior Director, YPIE National, this role provides oversight of financial operations in partnership with YPIE’s external accounting firm and supports human resources systems that sustain a strong organizational culture. The Director monitors budgets, financial reporting, and compliance processes to ensure accuracy, transparency, and alignment with nonprofit best practices. Through careful stewardship of YPIE’s financial and administrative systems, this role safeguards the organization’s resources and enables its continued growth and impact.

JOB RESPONSIBILITIES & RESULTS

FINANCE COORDINATION & OVERSIGHT

• Financial Partnership & Reporting

  • Serve as YPIE’s primary liaison with the outsourced finance firm for day-to-day accounting, payroll, and financial reporting.

  • Review monthly financial statements, budget-to-actual reports, and grant tracking documents prepared by the external firm for accuracy and clarity.

  • Uphold internal controls and nonprofit compliance requirements.

  • Coordinate the annual audit process, providing documentation and timely responses to auditor requests.

  • Maintain accurate, consistent financial records across systems (DonorPerfect, Intacct, and payroll).

• Budgeting & Financial Planning

  • Support the annual budgeting process by providing accurate internal data and projections.

  • Contribute program and expense data for grant proposal budgets and funder reports.

  • Annually review insurance coverage to ensure adequate and comprehensive protection.

• Banking, Payments, & Reconciliation

  • Manage and reconcile YPIE’s bank accounts, vendor payments, investment accounts, petty cash, and credit card accounts.

  • Oversee bank transfers and maintain account security.

  • Perform monthly reconciliation between Intacct and DonorPerfect records to ensure data accuracy.

  • Process and record checks in accordance with accounting procedures.

  • Prepare and distribute year-end donor tax letters.

HUMAN RESOURCES MANAGEMENT

• Payroll, Benefits & Compensation

  • Serve as the primary liaison with YPIE’s PEO to process timesheets and payroll, ensuring accuracy and compliance with all state and federal labor laws.

  • Oversee benefit enrollments, compensation adjustments, and employee leave plans.

  • Ensure the confidentiality and accuracy of payroll and benefits data.

• Employee Lifecycle Management

  • Partner with YPIE’s PEO and benefits providers to manage recruitment, onboarding, performance tracking, and offboarding.

  • Coordinate hiring logistics, including postings, scheduling, and communication.

  • Maintain confidential employee records and HRIS data integrity.

• Policy & Compliance

  • Maintain and update HR policies and the Employee Handbook to ensure compliance with employment laws and internal standards.

  • Ensure consistency and fairness in HR practices across all YPIE sites.

• Staff Development, Recognition & Support

  • Coordinate professional development, staff recognition, and engagement initiatives with leadership.

  • Serve as a trusted point of contact for staff on HR questions, policy clarification, and benefits support.

OPERATIONS & COMPLIANCE

• Organizational Filings & Regulatory Compliance

  • Oversee annual organizational filings (e.g., charitable registration renewals, insurance documentation, and employee certifications).

  • Ensure operational and administrative practices comply with legal requirements, funder expectations, and internal standards.

  • Stay current with nonprofit regulations to maintain compliance.

• Documentation, Contracts & Recordkeeping

  • Review, prepare, and maintain contracts, ensuring compliance and secure recordkeeping.

  • Maintain accurate documentation across departments to support audits, HR compliance, and grant reporting.

• Mail & Administrative Coordination

  • Manage incoming and outgoing mail, ensuring timely distribution and accurate tracking of all correspondence and payments.

  • Support cross-departmental administrative needs to maintain smooth, compliant operations.

VALUES

YPIE team members:

• are always learning, embracing feedback, and pursuing growth alongside our students.

• do whatever it takes, consistently going the extra mile to get the job done with the highest degree of quality.

• sweat the details, approaching tasks with meticulous attention to every element and pride in high-quality work.

• collaborate, regularly coordinating with key internal and external partners to advance strategic goals.

• track and use data, maintaining strong records and regularly consulting data to inspire effective decision-making.

CANDIDATE QUALIFICATIONS

To be eligible for consideration:

• Bachelor’s degree in Accounting, Finance, Business Administration, or Human Resources.

• 3-5 years of experience in nonprofit finance and/or HR management.

• Strong understanding of accounting principles, HR compliance, and payroll operations.

• Proficiency in QuickBooks and Microsoft Excel

• General knowledge of HR and Payroll rules & regulations

• Demonstrated ability to manage confidential information with integrity.

• Passion for YPIE’s mission

The most competitive applicants will possess:

• Master’s degree in Accounting, Finance, Business Administration, or Human Resources

• Proficiency with QuickBooks, Google Workspace, and HRIS systems (e.g., PEO platforms).

• Experience with grant financial management and nonprofit audits.

• PHR or SHRM-CP certification.

• Familiarity with New York and New Jersey employment law.

• Notary license.

You are likely to be successful in this role if you:

• Pay close attention to detail

• Possess strong organizational skills

• Have the ability to multitask

• Have the ability to foster cross-departmental collaboration

• You thrive in an entrepreneurial environment where you will manage your own time and workload.

JOB DETAILS

Location: In-person in Yonkers, NY

Hours: Full Time (40 hours per week)

Reports to: Senior Director, YPIE National

Salary range: $70,000 - $85,000 based on experience

Benefits: YPIE offers a competitive compensation and benefits package commensurate with experience. Benefits include:

• Health, dental, and vision insurance

• Retirement plan with matching contributions

• Flexible Spending Account

• Commuter benefit

• Life insurance

• Employee assistance program (EAP)

• On-site free gym

• Partial cell phone reimbursement

• Personalized staff learning opportunities