Vice President of Administration How to Hire, Salary Data, and Job Descriptions

A vice president of administration is in charge of overseeing the administration division of a company. This official is in charge of mentoring staff, overseeing projects, as well as preparing monetary budgets for the division. A vice president of administration is an integral part of your company, and ideal candidates will excel with interpersonal communication as well as leadership qualities. Because the vice president of administration has the authority to set guidelines, goals, deadlines, and manage administration employees, the ability to self-manage is key to this position.

A vice president of administration will oftentimes work in either single or multiple office environments in order to successfully implement goals and ensure their team carries out quality work. These officials will also be in charge of implementing company regulations when required, and will oftentimes be in charge of maintaining any records of pertinent information.

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Sample job description #1

This position is an Officer level position that reports directly to the Senior Vice President, Chief Administrative Officer. The key responsibilities are leading and directing the operations of the Underwriting, Suitability, Life and Annuity New Business, Agency Accounting, and Agent Licensing and Contracting Departments. Provides strategic and operational planning input, catalyst for continuous improvement, monitors goals, and make adjustments to meet them, works closely with other vice presidents and corporate executives to ascertain goals and advises about staffing and other company resources.

Essential functions

  • Lead and direct the operations of the Underwriting, Suitability, Life and Annuity New Business, Agency Accounting, and Agent Licensing & Contracting Departments to meet established Service Level Agreements
  • Ensure Departments have the right people in the right roles in order to meet the needs of the operation
  • Ensure Departments have the proper training in place in order to meet the needs of the operation
  • Ensure Departments maintain high levels of customer service and quality
  • Act as a catalyst to continually drive the improvement of the key processes of the Departments
  • Work with management to develop short and long-term customer service objectives with a focus on continually becoming easier to do business with
  • Provide guidance on setting priorities
  • Stays current on changing regulation and share information with team to ensure compliance
  • Enforces compliance of company policies and procedures
  • Serve on various intradepartmental and company committees as needed
  • Oversee key projects in areas of responsibility
  • Management responsibilities may include, but not limited to, budget oversight, generating production reports and activity logs, reviewing/approving complex cases, developing and monitoring operational procedures, etc.

Knowledge, skills, and abilities

  • Thorough knowledge of insurance industry and life and annuity products
  • Solid working knowledge of underwriting, annuity and life new business, field compensation, agent licensing, and contracting
  • Able to interpret and apply statutory regulations and tax codes applicable to life insurance and/or annuity products
  • Ability to maintain performance standards under pressure
  • Strong communication skills to effectively interact with staff, agents, clients, and management
  • Knowledge of MS Office products and ability to use appropriate software tools
  • Knowledge of Oracle Insurance Policy Administration system a plus

Education and experience

  • Bachelor’s degree in an appropriate field (Up to 4 years of additional experience may substitute for required bachelor’s degree)
  • 15+ years of industry experience with underwriting, new business processing, and client services
  • 10+ years management experience
  • Officer level experience a plus

Sample job description #2

It is critical that the VP of Administration be capable of integrating smoothly into the senior management, fitting into the organization’s culture. They will provide counsel and support to the CEO and the Board of Directors on all human resources and compliance matters, as well as work on various strategic initiatives and special projects. They will work with the executive, program and human resources staff in a supportive and direct manner with a minimum of ego. They will have strong interpersonal skills, excellent written and oral communication skills, a hands-on management style, as well as the ability to address and solve problems or issues as they arise. In addition, it is expected that they will be diplomatic, will operate with the highest integrity, and will possess sound judgment – as well as a sense of humor.

Specific responsibilities include

  • Collaborate closely with the President and CEO and senior management to ensure that all Human Resources initiatives are aligned with the strategic direction and goals of the organization
  • Manage and direct the activities of the Human Resources department, ensuring the adequacy and quality of agency-wide staffing, recruitment, retention, compensation and benefits, diversity and equity, policies and protocols, payroll processes and platforms, regulatory compliance (e.g., OSHA, EEOC, NYSDOL), third-party vendor relationships (e.g., brokers, insurers)
  • Supervise the HR team of recruiters and generalists; develop their skills, capabilities, performance
  • Collaborate with departmental managers to design and implement job training and career enhancement plans
  • Address management-employee relations, e.g., absences, health matters, conduct, communication, conflict, grievances, organizational change, separation
  • Leverage software (ADP) and technical support, enabling the agency to operate in an efficient digitized state with real-time data
  • Liaise with external partners, funders, and other stakeholders to actively manage the agency’s risk profile, reputation, messaging, and quality control
  • Coordinate with programs to ensure the agency’s delivery model adheres to City standards
  • Oversee internal corporate culture and employee engagement (work rules, incidents, announcements, morale)
  • Manage communication with outside attorneys re: legal and contractual matters
  • Support external audit responses through documentation, questionnaires, narratives
  • Serve as a “bridge” between the agency’s programmatic, operational, and executive teams
  • Provide thought leadership and risk management support to the executive director and board

Qualifications

  • Bachelor’s Degree in a related discipline; advanced degree desired
  • Minimum of 10 years of progressive experience in Human Resources preferred
  • Successful track record of driving organizational change and transformation through supervision of and collaboration with staff in a manner that is flexible and supportive, yet ensures accountability
  • Excellent leadership and management skills, including the capacity to attract, develop, inspire, and retain staff
  • Effective and persuasive communication and presentation skills, both written and verbal, with ability to appreciate various viewpoints, share relevant information in a timely manner, and maintain a high level of professionalism
  • Demonstrated ability to work in a partnership with a strong leadership team and a committed staff with high standards and expectations, and must exhibit sound judgment and a sense of balance to know when to move with the tide and when to push back
  • Prior experience assessing organizational needs and developing and implementing policies, systems, and processes
  • Keen analytical and problem-solving skills that enable sound strategic decision making; resourcefulness in setting priorities and guiding investment in people and systems
  • High level of emotional intelligence with a positive outlook and good sense of humor
  • Strong professional judgment and ability to maintain confidentiality and build trust among staff at all levels
  • Prior experience with enterprise HRIS modules (Paychex, ADP, PeopleSoft, etc.)
  • Capable of managing difficult situations with tact and diplomacy
  • Commitment to mission

Sample job description #3

Directly support a Senior Executive Leader to ensure effective management of all accountabilities of the executive office. This includes communications, setting business agendas, regular interaction with the Executive’s direct reports, managing the office, as well as leading a project management team. The position will play a critical role in ensuring the effective and efficient operations of a large department, as well as serving as a key liaison on behalf of the Senior Executive with corporate colleagues, employees, and the CEO’s office.

Responsibilities

  • Facilitate strong inter-departmental communication and engagement
  • Ensure the Senior Executive and leadership team are meeting key deliverables and timelines
  • Help build a culture of success and support the value proposition of the function
  • Provide thought leadership and initiate activities to maximize organizational effectiveness, including goal tracking, organizational effectiveness, involvement in the enterprise long-range plan, orchestration of the Executive and department calendar, expense management, and other initiatives as assigned
  • Assist in the coordination of department programs and initiatives, e.g., Leadership Development Program, Internships, the Diversity & Inclusion Group, and the department engagement team, offsites and Town Halls
  • Leverage direct team to meet responsibilities of role
  • Take ownership for preparing materials and agenda for a variety of meetings, such as board presentations, regular business line reviews, Leadership Team meetings, Town halls and department officer meetings
  • Arrange speakers and coordinate scheduling of facilities and audio/visual needs. Ensure engagement of many audiences and geographies
  • Partner with other areas across the enterprise including Finance, Human Resources, and Corporate Communications to ensure delivery of key priorities in support of the organization’s effectiveness including budget management, organizational goals and tracking, department communications, office, and talent management
  • Leading and managing the GCO project team

Required qualifications

  • Bachelor’s degree
  • 10+ years of relevant experience
  • Strong project management and organizational skills
  • Strong verbal and written communication skills
  • Proven ability to work under pressure and tight deadlines
  • Strong relationship building skills; highly effective communication skills with the ability to identify and resolve/mitigate issues or risks and foster collaboration within the department and with other business areas
  • Strong analytic skills and financial acumen as well as excellent judgment and problem-solving skills

Average salary and compensation

The average base salary for a vice president of administration is $170,000 per year in the United States. While only base salaries are reflected here, commissions and bonuses may greatly increase total compensation. Additionally, salaries will vary based on experience, company size, industry, and geographic market.

LocationSalary LowSalary High
Phoenix, Arizona$169,050 $228,750 
Los Angeles, California$190,750 $258,050 
Denver, Colorado$158,950 $215,050 
Washington, DC$193,650 $261,950 
Miami, Florida$158,250 $214,050
Orlando, Florida$145,950 $197,450 
Tampa, Florida$147,400 $199,400 
Atlanta, Georgia$154,600 $209,200
Chicago, Illinois$177,750$240,450 
Boston, Massachusetts$192,200 $260,000 
Minneapolis-St. Paul, Minnesota$153,150 $207,250 
New York City, New York$202,300 $273,700 
Philadelphia, Pennsylvania$164,750 $222,850 
Dallas, Texas$160,400$217,000 
Houston, Texas$158,950 $215,050 
Seattle, Washington$184,950 $250,250 
National Average$144,500 $195,500 

Sample interview questions

  • What makes you the right fit for this position?
  • How have you handled meeting tight deadlines in the past?
  • Describe your management style.
  • What motivates you?
  • How important is the vision of this company to you?
  • What was the most important task you ever had?
  • Describe a time when you had to deliver and address negative feedback?
  • What do you think is vital to maintaining a healthy work environment?
  • If you were hired, what can we expect to see in 12 months from now?
  • How will you ensure company growth while you are the vice president of administration of this company?
  • How would you approach implementing organizational change?
  • Describe the hardest decision you have had to make in your career.
  • How will you delegate responsibility to ensure things get done?
  • What is your greatest success to date?
  • What can you add to our company?

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