Director of Administration

Encounter International Director of Administration Position

MISSION STATEMENT

Encounter Ministries exists to unleash the transforming power of the Holy Spirit in the world by teaching, equipping, and activating disciples to demonstrate the love of God through the power of the Holy Spirit. Position Title: Director of Administration Position Status: Full-TIme Location: Brighton, MI Compensation: Reports to: Director of Operations

POSITION SUMMARY

The Director of Administration to lead and oversee all core administrative operations of the school. This individual will be responsible for ensuring the accuracy, efficiency, and integrity of our administrative systems that support students, campuses, and leadership. The Director of Administration oversees applications, enrollment processes, tuition systems, data management, communication systems (including email infrastructure), and automation workflows. This role bridges administration, technology, communication infrastructure, and student operations. Director of Administration Responsibilities 1. Administrative Oversight Oversee all administrative processes for student lifecycle management (application through graduation) Manage application review workflows and enrollment tracking Maintain standardized documentation of administrative procedures Identify and implement process improvements Associated KPIs & Key Performance Checks: Enrollment accuracy rate: 99%+ error-free student records Documented SOP coverage: 100% of core processes documented and updated annually Reduction in manual rework/errors quarter over quarter Student administrative issue resolution time: <= 2 business days 2. Tuition & Financial Administration Oversee tuition tracking and payment monitoring Ensure accurate reconciliation between tuition systems and student database Maintain clean reporting structures for leadership Associated KPIs & Key Performance Checks: Tuition reconciliation accuracy: 99.5%+ alignment between systems Weekly tuition report delivery: 100% on-time submission Real-time tuition status visibility for leadership (dashboard maintained and accurate) 3. Data & Systems Management Oversee Zoho Tables, Google Workspace systems, and Formidable Forms Maintain data integrity and clean reporting structures Maintain dashboards and internal reporting systems Associated KPIs & Key Performance Checks: Data accuracy rate: 99%+ validated records Monthly database audit completion: 100% Dashboard uptime and functionality: 99%+ New system updates documented within 5 business days of implementation 4. Automation & Workflow Monitoring Monitor Zapier automations and integrations Troubleshoot and remedy automation failures Optimize workflows as operational needs evolve Associated KPIs & Key Performance Checks: Automation uptime: 99%+ Automation error resolution time: <= 24-48 hours Monthly automation audit completed and logged Manual tasks reduced quarter over quarter through automation improvements Zero critical workflow failures affecting student experience 5. Communication Systems & Email Infrastructure Oversight Oversee administrative communication infrastructure Monitor automated email workflows tied to applications, enrollment, and tuition Maintain accuracy of templates and triggers Associated KPIs & Key Performance Checks: Communication automation audit completed monthly Zero unresolved communication breakdowns beyond 48 hours Template review cycle completed annually (100%) Qualifications 3-5+ years experience in administration, operations, or systems management Strong proficiency in Google Workspace Experience with Zapier or similar automation tools Experience with database systems Strong written communication and systems documentation skills Ability to work full-time in-person in Brighton, MI Essential Requirements To Be Considered For This Position Active Catholic in good standing with the Catholic Church. Possessing a high level of organizational and interpersonal skills with demonstrated ability in developing and cultivating personal and professional relationships. Has a reliable laptop/desktop with a webcam, working audio, and internet speeds that exceed the minimum requirements for hosting a Zoom meeting. Demonstrated ability to problem-solve efficiently and master needed technology. Capable of effectively communicating and living out Encounter's mission and