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Director of Strategic Operations and Resource Management

Iowa City, IA

Job Information:

Under the direction of the Executive Director manages agency operations and is responsible for achieving the financial objectives of Shelter House.  An emphasis will be on continuing to standardize and improve core service, financial and delivery environment while managing organizational effectiveness, compliance/risk, and Human Resources.  The Director will work with leadership and key staff to further the agency’s mission by participating in strategy and direction setting, identifying and prioritizing areas for improvement, assisting project teams with scope definition, and encouraging best practice change management.  A primary role will be to serve as a senior project manager on one or more critical initiatives at any given time, guiding the project team, driving appropriate analyses, meeting project goals, managing timelines and working with leadership to successfully implement new processes, technology or strategy.

Reports to:  The Executive Director

Job Duties and Responsibilities:
Financial Management
  • Oversee overall financial management, planning, systems and controls.
  • Direct annual budgeting and planning process with the Executive Director
  • Manage agency budget in coordination with the Executive Director.
  • Supervise and coach Agency Accountant.
  • Oversee monthly and quarterly assessments and forecasts of organization's financial performance against budget, financial and operational goals.
  • Develop and oversee short and long-term financial planning and managerial reporting in consultation with the Executive Director
  • Reconcile monthly activity, generate year-end reports, and fulfill tax related requirements.
  • Manage grantor contracts and reimbursement requests.
  • Ensure that Accounting Department requests are resolved and communicated in a timely manner to internal and external parties.
  • Attend Audit and Finance Committee meetings to present financial statements.
  • Represent the agency to outside financial auditors, and compile all reports and paperwork requested by auditors.
  • Ensure financial policies are generated, updated, and maintained to ensure both sound, transparent fiscal practices and compliance with auditing standards and IRS reporting form 990.
  • Ensure that relevant agency staff are trained to implement financial procedures consistent with Shelter House policies.
  • Ensure that you are proficient in the current fundraising software and that accounting systems and procedures capture and integrate pledges and gifts.
  • Set timetables to assure that all accounting functions are completed according to the established deadlines.
  • Ensure financial controls are in place to capture revenue for all services provided.
  • Maintain archival and administrative files and ensure execution of the document destruction and retention policies.

Organizational Effectiveness
  • Manage and increase the effectiveness and efficiency of Administrative Support Services through improvements to each function (HR, IT, Finance) as well as coordination and communication between functions.
  • Drive initiatives in the management team and organizationally that contribute to long-term operational excellence.
  • Provide consultation on matters related to fundraising, tax and insurance questions, and business structure and growth.
  • Develop, coordinate, prepare, and help implement project plans to support agency initiatives designed to improve operations and administrative functions.
  • Improve the operational systems, processes and policies in support of organizations mission—specifically, support better management reporting, information flow and management, business process and organizational planning.
  • Assist in the implementation of plans, strategies, policies and procedures designed to promote and carry out the goals, objectives, mission, and vision of the organization.

Compliance and Risk Management
  • Serve as primary liaison to legal counsel in addressing legal issues
  • Oversee organizational insurance policies.
  • Communicate with the funding and regulatory agencies to assure that the agency remains in full compliance with rules and regulations.
  • Coordinate and cooperate with external auditing firm for annual agency audits and the form 990 including issuance of competitive bid for procurement of these services (no less than every three years).
  • Ensure compliance with all safety procedures related to state and federal OSHA, MSDS, reporting injuries, etc.

Resources Management
  • Assist with the day-to-day operations of the properties which include assisting with topics related to finance, budgeting, contract negotiation, legal, audit and compliance.
  • Review and design property and grant budgets and submit to as required and ensure all ongoing monthly financial reporting is completed timely.
  • Review preventive maintenance to maintain a quality physical appearance of the properties and safe operations of the fleet.
  • Maintain corporate records of all management entities’ information to include insurance, management agreements, grants, vendor agreements, etc. 

Recruiting, Orientation and Employee Relations
  • Prepare job listings, screen applicants and conduct interviews.
  • Maintain hiring policies and work with other departments to identify talent needs.
  • Conduct new hire introductions and basic policy and skills training.
  • Develop training modules and sets out timelines for training and retraining for staff.
  • Work with managers to set performance scales and ensure consistent implementation of performance evaluation.
  • Maintain employee records and files.
  • Oversee disciplinary procedures and help with conflict management.
  • Enroll all qualifying employees in health benefit and retirement plans and maintain necessary records.
  • Oversee contracted payroll services.
  • Verify employee paid leave and sick leave records.
  • Ensure Shelter House staff responsible for administering fee-for-service activities are trained and equipped to record billing information required for generation of invoices (Child and Adult Care Food Program and Supported Community Living Services).
  • Manage employee performance records individually and by department
  • Review pay increases and benefit status.
  • Attend monthly Personnel Committee meeting of the Board

Project Management
  • Work with the management team to develop and implement organizational strategies, policies and practices.
  • Collaborate with management to execute projects.
  • Facilitate meetings with sponsors and stakeholders to identify project requirements and ensure they align with strategic goals.
  • Analyze the project portfolio to ensure work aligns to strategic decisions.
  • Establish and adhere to project timelines, outline resources required for successful implementation of initiatives, and monitor results to ensure goals are met.

All other duties as assigned by Executive Director

Qualifications: A master's degree from an accredited college in business or public administration, management science, operations research, organizational behavior, political science, urban studies or a closely related field, and two years of satisfactory full-time professional experience in one or a combination of the following: management and/or technology consulting; organizational research or program evaluation; project management; or a related area. 18 months of this experience must have been in a managerial or supervisory capacity. Supervision must have included supervising staff performing professional work in the areas described above; OR A baccalaureate degree from an accredited college and four years of professional experience in the areas previously described, including the 18 months of managerial or supervisory experience, as described.

  • Strong background and work experience in Finance
  • Previous experience working with a Board of Directors
  • Strong organization and forward planning skills
  • Commitment to social justice and the mission
  • Excellent computer skills with proficiency in Microsoft Office applications and QuickBooks or comparable accounting software.
  • Knowledge of government contract management and knowledge and experience in organizational effectiveness and operations management implementing best practices.
  • Demonstrated leadership and vision in managing staff groups and major projects or initiatives.
  • Previous property management experience with internal or external service providers
  • Budget development and oversight experience
  • A demonstrated commitment to high professional ethical standards and a diverse workplace.
  • Knowledge of tax and other compliance implications of non-profit status
  • Excels at operating in an fast pace, community environment
  • Excellent people manager, open to direction and collaborative work style and commitment to get the job done
  • Ability to challenge and debate issues of importance to the organization.
  • Ability to look at situations from several points of view
  • Persuasive with details and facts
  • Delegate responsibilities effectively
  • High comfort level working in a diverse environment
  • Strong project management and leadership skills; the ability to organize and drive projects with diverse stakeholders to timely completion
  • Strong orientation toward achieving results, attention to detail, and proven ability to drive toward long-term goals
  • Excellent analytical, writing, presentation, and communication skills
Salary and Compensation:  Commensurate with experience.

Application Instructions:

Please send cover letter, resume, and three references to:  Crissy Canganelli, Executive Director, at crissy@shelterhouseiowa.org.

Deadline for application is August 3rd.  The position is available immediately. Shelter House is a United Way Agency.  Shelter House is an EOE.

Applying for:

Director of Strategic Operations and Resource Management

Shelter House

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Posted 07/19/18

Job ID: 65053