Full-Time Associate Director, Information Technology and Facilities
Job Description
ABOUT HUMANITY UNITED:
Humanity United is a foundation committed to building peace and advancing human freedom. We lead, support, and collaborate with a broad network of efforts, ideas, and organizations that share our vision of a world free of conflict and injustice.
POSITION SUMMARY:
The Associate Director of IT and Facilities is both strategic and hands-on, providing vision and leadership for information technology systems across the organization, along with the ongoing support and training of those technologies, as well as for HU’s facilities and security needs. The position is responsible for establishing a comprehensive IT function that meets the current and future needs of the organization, determining user requirements, recommending practical solutions, and leading organization-wide efforts to improve the effective use of technology (we are a Mac environment). The role also calls for oversight of HU’s facilities maintenance, upgrades, and office and staff security, including travel security.
The Associate Director of IT and Facilities has an unmatched customer service orientation and a collaborative approach to solving the technology, facilities and security challenges of the organization. Working closely with leadership and staff, this person identifies, recommends, executes and supports customer-service oriented yet cost-effective solutions, and will be responsible for founding the organization’s first formal facilities and security policies and protocols. Founded by eBay’s founder and his spouse, Pierre and Pam Omidyar, the organization seeks to be best-in-class in its use and applications of technology, as well as in providing appropriate security and facilities for its staff and management.
Essential Duties Responsibilities:
Information Technology
• Proactively manage the vetting, deployment, monitoring, maintenance, development, upgrade, and support of all IT and audiovisual (AV) systems, including servers, computers/laptops, operating systems, telephones, monitors and televisions, software applications (including, importantly, grants and contract software), and peripherals.
• Provide expertise and ensure support during systems upgrades, installations, conversions and file maintenance.
• Prepare user-friendly training materials and guidance, provide orientation and other trainings for staff on new and existing systems, and communicate regularly with executive management and all users of information services and systems.
• Oversee systems development and enhancement and the integration of new systems with existing systems.
• Work with staff to develop strategies and plans to enhance their grantmaking and direct charitable work through technology, improve user effectiveness and foster innovation.
• Manage one IT staff member, the organization’s Web Developer, including providing training, evaluation, development, guidance, and manage user support consultants and other contractors as needed to ensure consistent user support.
• Develop standard IT operating procedures and best practices, including providing written protocols and guidance to staff.
• Ensure the creation and maintenance of written documentation, including system and user manuals, license agreements, and documentation of modifications and upgrades.
• Oversee provision of end-user services, including help desk and technical support services.
• Keep current with the latest technologies and determine what new technology solutions and implementations will meet business and system requirements.
• Manage financial aspects of the IT department, including purchasing, budgeting, and budget review.
• Develop and implement all IT policies and procedures, including those for architecture, cyber security, disaster recovery, standards, purchasing, and service provision.
• Manage servers, cyber security solutions, network hardware and equipment.
• Negotiate and administer vendor, outsourcer and consultant contracts and service agreements.
• Set up and configure laptops/desktops.
• Manages network operations to include: troubleshooting connectivity problems; installing & maintaining routers; adding/terminating users; assigning rights and access; resetting passwords; establishing e-mail addresses; assessing and reporting operational status; performing backups and restores, etc.
• Ensures networks, workstations, operating systems and software applications are operational; ensures hardware and software is patched and/or updated; ensures all analog and broadband circuits are operational in accordance with vendor specifications.
• Ensures compliance with all software licensing agreements. Manages and safeguards software media and associated licenses. Tracks software versions. Maintains centralized software use log.
• Ensures technology documents/certificates such as product registrations, SSL certificates, maintenance agreements, service contracts, etc. related to technology operations and/or technology services are evaluated, updated and processed.
• Performs routine preventive maintenance on hardware and software.
• Analyzes technology requirements and develops functional specifications. Conducts comparative analysis and competitive bidding when necessary.
• Manage functionality of office telecommunications system.
• Provides data security and back-up functions to ensure operational sustainability and compliance with organizational and legal requirements.
• Ensures the security of data and information, and ensures that HU’s systems comply with all applicable legal rules related to data security and the retention of data.
• Manage technology-related crisis situations, which may involve complex technical hardware or software problems.
• Maintain strong knowledge base of industry trends and emerging technologies, including within the grantmaking and nonprofit sectors, and determine what new technology solutions and implementations will meet business and system requirements.
• Coordinate closely with other peer organizations and affiliated Omidyar Group organizations to ensure that HU follows IT best practices and is aligned with them.
Facilities
• Working with the Vice President, General Counsel and Secretary and other members of management, develop and implement a facilities and infrastructure management plan that includes oversight and support for new infrastructure projects (including the build-out or renovation of existing office space), ensures that the organization’s communications equipment and systems (including telecommunications and teleconferencing) are best in class and fully compatible with HU’s peers and affiliated Omidyar Group, and provides for the maintenance of HU’s existing offices and infrastructure.
• As requested, manage infrastructure and facilities-related projects, develop facilities-related policies and procedures, and execute on agreed facilities maintenance needs.
Security
• Working with the Vice President, General Counsel and Secretary and other members of management, develop and implement office and staff security protocols for HU’s offices in San Francisco and Washington, D.C., as well as for staff and partner travel to HU’s areas of geographic interest, including Burundi, the Democratic Republic of Congo, India, Liberia, Nepal, Sudan and South Sudan, and Thailand.
• Ensure that HU’s security plans and infrastructure are continuously updated to ensure safety and address emerging risks.
• Lead the design and maintenance of operations-based crisis management plans for both IT and non-IT crises affecting HU’s infrastructure and operations.
EDUCATION/EXPERIENCE/QUALIFICATIONS:
• Bachelors Degree in Information Systems or Computer Science or equivalent education and experience, along with advanced technical and managerial credentials.
• Microsoft certifications.
• 8+ years of progressive IT experience in a multi-office environment.
• Experience working with grantmaking private foundations or similar nonprofits highly preferred.
• 5+ years of senior level IT department leadership.
• 5+ years experience in network administration; including knowledge of TCP/IP, network security, antivirus and anti-spam techniques.
• 5+ years experience in coordination and implementation of computer and peripheral systems, to include planning, specifications development, purchasing, installation, training, troubleshooting, and repair.
• Strong working knowledge of Salesforce, Box.com, any programming languages, enterprise and endpoint encryption.
• Significant experience overseeing and/or managing physical facilities and facilities-related projects, including AV, IT and lighting design specifications for construction projects, as well as project management of construction and infrastructure projects, highly preferred.
• Significant experience developing and/or overseeing organizational security efforts and protocols of a multi-site organization with extensive overseas travel, including cyber security, crisis management plan development and implementation, and staff and travel security planning highly preferred.
• Demonstrated strategic and operational expertise with the ability to challenge and influence leadership.
• Proven business acumen and communication skills for collaborative cross-functional discussions.
• Strong technical skills and experience including network administration, e-mail administration, database administration, hardware and software administration, help desk, etc.
• Experience building and maintaining both physical and virtual server environments.
• Experience with assessment and planning of integrated IT solutions to meet business requirements.
• Proven ability to influence and foster collaborative relationships.
• Proficiency with mobile devices (iPads, iPhones, E-Readers).
• Experience establishing an IT department, facilities department and/or security function.
• Proven success with managing and growing an organizational web presence.
• Demonstrated ability to lead technical staff, to work with the executive management of an organization and to manage multiple concurrent projects.
• Ability to meet deadlines, conduct and direct research into IT issues and products, and take initiative in the development and completion of projects.
• Strong project management, organizational and time management skills.
• Excellent problem solving, analytical and evaluative skills.
• Experience working in both a start-up and established organization a plus.
• Experience supporting remote offices.
• Excellent customer service skills, people skills and quality service.
• Excellent communication skills (written & verbal).
• Ability to explain in laymen’s terms the use of computer related technologies.
• Self-motivated and direct, with the ability to effectively prioritize and execute tasks in a high-pressure environment.
• Demonstrated working knowledge of data security. Experience with international locations for data security requirements.
Other duties from time to time, as needed by institutional priorities. Ability to travel to HU’s Washington, DC office to support clients there on a regular basis (6-8 trips/year) is required.