Director of Administration

Job Description

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

About the Employer

We teach, equip, and activate disciples to demonstrate the love of God through the power of the Holy Spirit in their sphere of influence. Through our school of ministry, dynamic conferences, events, and ministries, we provide the best opportunities possible to empower disciples to love like Jesus.