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Job Announcement

 

VICE PRESIDENT FOR ADMINISTRATION

ROLE:  The VICE PRESIDENT FOR ADMINISTRATION (VPA) serves a “chief of staff” role and is responsible for the overall office management of the Association under the direction of the Executive Vice President (EVP).  The VPA supervises the administrative/financial functions of the Association, coordinating the flow of work between the various departments and entities of the organization, and coordinating special projects as assigned by the EVP.  The VPA serves as Human Resources Director and number two executive, assuming responsibility of the EVP in his absence.  The VPA must be thoroughly familiar with the programs and activities of the Association so that he/she may provide assistance and guidance to the EVP, elected leaders and members of the Association.

REPONSIBILITIES:  Within the limits of the Bylaws and adopted Policy and Procedures Manual and with the concurrence of the Executive Vice President, the Vice President for Administration is responsible for the duties set forth below:

Office Management

  • Plan, formulate, and recommend for approval, basic policies and programs which will further the objectives and constructive growth of the Association.
  • Supervise and monitor all administrative processes and systems, including but not limited to IT service and support providers, to ensure smooth and efficient operations.
  • Develop, for the purpose of day-to-day administration, specific office policies, administrative procedures, and staff programs to implement the general overall policies established by the Board of the Association.  Maintain and update the Association’s Personnel Policy Manual.
  • Coordinate all approved programs, projects and major activities carried on by the Association’s staff, helping assure communication and cooperation among divisions for maximum effectiveness.
  • Optimize use of staff personnel by clearly defining their duties, establishing performance standards, and conducting performance reviews.
  • Coordinate internal communications including conducting regular and special staff meetings and other staff functions.
  • Supervise office and manage daily work flow, i.e. establish priorities, shift personnel to meet special needs, and determine need for temporary assistance.
  • Supervise the handling of all incoming and outgoing correspondence and documents.
  • Coordinate special projects as assigned by the EVP.

Personnel

  • Serve as Human Relations coordinator/mediator in matters concerning AAR staff.
  • Interview applicants and assist in hiring new employees in consultation with the EVP.
  • Conduct orientation and training of AAR staff in a manner designed to assure high levels of staff morale, productivity and performance.
  • Monitor, review and adjust staff job functions and internal policies and procedures when necessary and maintain job descriptions.
  • Directly supervise all staff.  With the Executive Vice President conduct annual staff evaluations.

Fiscal Responsibilities

  • Collaborate with the Director of Operations in the preparation and development of the annual budgets, in consultation with the Treasurer and EVP, to be submitted to the Finance Committee.
  • Collaborate with the Director of Operations for the maintenance of all financial records for the Association.  Work closely with the EVP and Treasurer to ensure operations are within annual budgets.
  • Collaborate with the Director of Operations to insure that the physical assets and other property of the Association are safeguarded and administered.
  • Manage and administer the AAR Staff Profit Sharing Plan (401k Program) to insure best options for the plan are in place.
  • Supervise the maintenance of all accounting records for ARPAC and the Disaster Relief Fund.
  • Collaborate with the Director of Operations to annually review and negotiate prices for adequate insurance coverage, including building, equipment, furnishings, automobiles, liability, workman’s compensation and employee surety bonds, etc.

Membership Services

  • Assist the EVP in regularly keeping the President, Executive Committee and Board of Directors fully informed of important matters.
  • Assist in planning, developing and evaluating the Association’s programs, policies and procedures.
  • Research and recommend members service, affinity programs and other projects to directly benefit members.
  • Maintain regular communications with local Association Executives via email and/or social media and provide assistance to them as needed or requested.  Communicate the same with local presidents who do not have an Association Executive.
  • Ensure that AAR maintains and continues to be the standard bearer in Real Estate education in the state and do so aggressively with the Director of Education/Social Media and the Education Trustees.
  • Ensure that the AAR website and social media presence are up-to-date, vibrant and deliver value and benefit to members.
  • Assist with the general conduct of the statewide Association meetings as directed by the EVP.
  • Responsible for adherence to the Policy and Procedures Manual and consistency and continuity in program operations.
  • Serve as staff liaison to REALTOR® of the Year Task Force, Awards Task Force, Audit Task Force and Working Groups, Presidential Advisory Groups and Task Forces and other committees as assigned.
  • Attend all AAR and other meetings and programs as directed and perform such duties as assigned by the EVP.
  • Actively participate in association management activities (ASAE and ACAE) to continue professional development.
  • Perform other duties/responsibilities as may be directed by the Executive Vice President.

BACKGROUND REQUIREMENTS

  • A Bachelor’s Degree or equivalent experience.  Specialization in human resources, business, marketing or management is preferred.
  • Strong creative and organization skills, ability to digest and utilize information.
  • Significant financial management acumen and managerial experience.
  • Contract negotiation skills and understanding a must.
  • Strategic thinker with exceptional analytical skills.
  • Ability to manage, create and analyze budgets.
  • Superior interpersonal, relationship management and leadership skills.
  • Excellent written and verbal communication skills required as well as proficiency with Microsoft Office products.

To apply please send cover letter, resume and references to:

Alabama Association of REALTORS®

ATTN: VP Admin Search Committee

PO Box 4070

Montgomery, AL 36103

or email vpadmin@alabamarealtors.com

The deadline to apply is March 10, 2012.