Be Active North Carolina, Inc.
POSITION: Director of Operations
REPORTS TO: President/Chief Executive Officer CLOSING DATE: August 17, 2007
STATUS: Exempt START DATE: TBD
BE ACTIVE NORTH CAROLINA, INC.
Be Active North Carolina, Inc. is a nonprofit organization dedicated to increasing the physical activity levels and healthy lifestyles of North Carolinians through people, programs and policies. More information about Be Active North Carolina can be found at
www.beactivenc.org.
OVERVIEW
The Director of Operations manages the internal operations of the organization with a focus on fiscal, human resource, procurement, contracts and grants management and general office management functions. The position will help shape the strategic direction of the organization while maintaining responsibility for the various administrative functions. Major focus for the position is the management of all financial operations including budget development, tracking, reporting and auditing. This position works closely with the President/CEO, Board of Trustees, all staff members, funders, service providers and vendors. The incumbent will be a major contributor to the management of the organization and its efficient and effective operation. The Director of Operations is accountable for the checks and balances and integrity of all financial, procurement and inventory systems and processes. Will also report to the Finance Committee and Investment Committee of the Board of Trustees as appropriate.
RESPONSIBILITIES
Primary responsibilities include:
• Staff management and oversight including negotiation and oversight of contracts, grants and budgets, review of financial reports generated by accounting staff, financial reporting in support of grants, contracts and primary responsibility for internal audits and oversight of IT procedures and functions.
• Building management including oversight of our office lease and the work of maintenance staff and other building service contractors.
• Financial and systems management including:
• Budget development, management and reporting. This includes working with program managers to develop budgets, training managers on proper oversight and assisting with reporting to funders.
• Ownership and management of all company financial activities, including grant and contract execution, reporting and cash management.
• Full responsibility for all accounting functions including oversight of contract accountants, invoicing, collections, payables, full general ledger, monthly reconciliations, regular reporting.
• Management of cash accounts, endowment funds and oversight and evaluation of investment managers and investment accounts.
• Development of the organization’s financial policies and internal controls and ensuring they are adhered to.
• Assume overall responsibility for and act as liaison with outside consultants to include IT, accounting and human resources. Perform duties related to the IT, accounting and human resources functions and provide support to by assisting with hiring, processing of paperwork and other duties as needed and related to these functions. Ensure that financial and other confidential information is securely transmitted to and from the organization’s office, answering questions from staff and/or outsourced vendors regarding accounts payable, check requests and invoice processing.
• Act as procurement officer and liaison and manage external vendors for equipment purchases, leasing, repairs and supplies for the offices. Provide solutions for the general upkeep of the office space and secure and maintain appropriate office supplies and equipment.
• Act as the primary contact with the building property management companies including building maintenance staff.
• Prepare correspondence, reports and documents as necessary. Maintain records and documents related to job activities.
• Development and manage a Master Grants and Contracts Tracking System. • Develop and distribute required reports to funders, in accordance with contract agreements.
• Maintain information relating to the specific details and terms of a grant or contract, as well as specific reporting requirements and deadlines.
• Ensure the accuracy, integrity and timeliness of the tracking, reporting, and reconciliation of grants and contracts.
• Maintain relations with and coordinate with funders where appropriate, providing contractual/grant information on the organization’s activities, as requested.
• Develop agreements between Be Active North Carolina and grantees, services providers and funders. Work with legal counsel as appropriate.
• Work with program staff to draft and finalize new contractual agreements to assure appropriate support for projects/activities.
• Support development and fundraising efforts by drafting budgets for prospective grant applications and preparing fiscal analyses for prospective funders.
• Maintain a master list of all inkind support received by the organization and provide accountability in accordance with all state and federal rules and regulations.
• Oversee the Intranet System, in conjunction with staff. Manage IT vendors.
• Work with program directors to organize the system with a structure that compliments the areas of work/activities of the organization.
• Develop Human Resources policies as needed and maintain Personnel Manual. Maintain responsibility for payroll and employee expense reporting systems.
• Provide yearly analysis of the competiveness of the employment offering including salary and benefit reviews.
HIRING REQUIREMENTS
• MBA with at least 6 years experience preferred. At least 5 years managing financial activities for a small, growing company. However Bachelor’s degree in accounting with coursework in business administration or related field and 7-10 years experience at a senior level will be considered.
• Experience with negotiating and managing contracts and vendors, office administration including management of databases and intranet maintenance.
• Strong financial skills and expertise with QuickBooks, Microsoft Excel, Outlook and other financial accounting tools.
• Excellent communication and organizational skills.
• High level of self-motivation, confidence, and acute attention to detail.
• Professional and discreet with all entrusted information.
• Energetic strategic thinker, leader, administrator and communicator.
• Ability to meet competing deadlines and work under the pressure.
• Ability to make accurate assessments of priorities and take necessary action to resolve issues in the absence of the CEO.
• Excellent analytical skills and the ability to use these skills with database or spreadsheet
software.
• Excellent attention to detail especially in matters of data accuracy and presentation.
• Prior grant and experience is highly desired.
• Must be flexible, creative, self-starting and team-oriented.
SALARY RANGE: $55,000 - $70,000
SEND RESUME AND A COVER LETTER BY AUGUST 17TH TO:
Be Active North Carolina, Inc.
Attn: Shellie Pfohl
1600 Perimeter Park Drive
Suite 125
Morrisville, NC 27560
Phone 919-287-7000
Fax 919-287-7001
Or email to: katierose@beactivenc.org