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Director of Administration and Finance

Finance | Petaluma, CA | Full Time

Job Description

Tentative Interview Dates: July 7, July 8, and July 9, 2020

ABOUT US
Redwood Community Health Coalition (RCHC) is a network comprised of 17 members, 16 community health centers and wellness education site, and a total of 73 sites in Marin, Napa, Sonoma and Yolo Counties. Formed in 1994, our mission is to improve access to and the quality of care provided for under-served and uninsured people in our four counties. RCHC’s major focus for the next three years is to strengthen the capacity of member health centers to act as a regional network of comprehensive primary care that provides access to consistently high quality clinical care, effective care coordination and reduce health disparities.

POSITION SUMMARY
The Director of Administration and Finance oversees administrative and business operations of the organization.  The individual will play a critical role on the senior leadership team in strategic direction and decision-making.  The successful candidate will be forward thinking, analytical, and growth oriented as well as hands-on and participative manager.  This position will lead and oversee staff and consultants in the following areas: business planning, finance and accounting, human resources, administration, compliance, and information technology.

 ESSENTIAL DUTIES
The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may perform other duties as assigned.

 
Organizational

  • Active member of the Senior Leadership Team
  • Develop and implement overall business and finance strategy including managing budget, fund development and investments, contracts and grants.
  • Oversee administrative operations and functions, performed by staff and/or consultants, including but not limited to human resources, compliance, privacy and security, facilities, and information technology.
  • Work with the CEO to provide staff support and guidance to the Board and Membership

Administration

  • Lead and oversee administrative operations of the organization including  functions of: human resources, compliance, privacy and security, legal, information technology, facilities, and insurance administration.  
  • Develop, update, and implement administrative and operational policies and procedures to create a high-performing, continually learning organization.  Institute a process for regular review to update administrative and operational policies and procedures.
  • Oversee reporting and monitoring of organizational performance metrics and work with senior leadership team to implement strategic plan.
  • Handle routine employee relations matters and coordinate with human resources consultant for support for more serious issues.   Work with human resources consultant to annually update HR policies, procedures, and employee handbook.
  • Serve as organization’s Privacy and Security Officer. Identify compliance needs and oversee compliance consultant.
  • Oversee procurement, evaluation, and administration of insurance.  
  • Oversee risk management, letters of agreements, contracts, leases, and other legal documents.
  • Oversee facility and equipment needs, coordinate with landlord, and re-negotiate leases as needed.  
  • Oversee information technology consultants including computer purchases, repairs, and help desk tickets.
  • Work closely with all external partners including supervision of third-party vendors and consultants

Financial Management 

  • Develop and update forward thinking business and finance strategies for the organization.  Create and implement tactical plans and procedures.  
  • Lead and oversee annual budgeting and planning process, in conjunction with CEO, fiscal staff, and program staff.  Manage the organization’s budget and grants throughout the year, including making adjustments for new and ending grants, and maximizing grant billing.
  • Administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
  • Manage organizational cash flow and forecasting.
  • Assist with fund development and grants seeking.
  • Supervise overall accounting processes and staff including daily data entry, AP, AR, monitoring of cash flow, and monthly financial preparation and reporting.
  • Fill in for accountant during periods of time off to ensure day-to-day operations stay current and work with CEO during these times to ensure internal controls are maintained.
  • Create, analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials and oversee all financial, project/program and grants accounting
  • Coordinate and lead the annual audit process, liaise with external auditors; assess any changes necessary
  • Implement a robust grant and financial management and reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements
  • Oversee contracting and procurement processes. Ensure annual tracking and updating of contracts and business agreements, including business associates agreements and data sharing agreements.
  • Update and implement all necessary business policies and accounting practices; update and maintain the finance department’s overall policy and procedure manual.
  • Effectively communicate and present the critical financial matters to the Board of Directors. Coordinate and lead the Finance Committee of the Board of Directors.
  • Educate program managers on budget and processes to facilitate their ability to manage their program budgets.
  • As requested, research and analyze emerging financial or and operational issues relevant to health centers and the changing healthcare system that arise in member meetings or committees and lead group discussions.                                                                                                                    

Supervisory

  • Supervises accounting staff.  
  •  Oversees multiple consultants: Compliance, Human Resources, Legal, and Information Technology

 

Additional Duties

  • Lead, participate or perform other duties and projects as requested
  • Assist others in the organization as requested
  • Participate in organization-wide meetings, committees, and initiatives

 

POSITION REQUIREMENTS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

  • Bachelor’s degree in Finance, Accounting, or Business required; Master’s Degree in Business Administration preferred.
  • Minimum of five years of experience creating and managing a budget process required.
  • Experience in managing the financial aspects of federal, state and foundation grants required.
  • Prior experience overseeing the Human Resources function required.
  • Experience overseeing the quality and content of all financial data required.
  • Experience coordinating an audit for multiple divisions or programs in a non-profit organization preferred.
  • Experience working in a health-related business or a non-profit preferred.
  • Experience and skills in board relations and governance preferred.

 Knowledge

  • Working knowledge of business, budgeting, and accounting principles.
  • Working knowledge of grant administration and management.
  • Working knowledge of human resources practices and regulations.
  • Working knowledge of contract negotiation and risk management.
  • Computer literacy including Microsoft Office programs, QuickBooks, and grants management software.

 Skills

  • Business expertise – strong financial management and business skills; experience with contracts and grants management
  • Ability to identify administrative and financial issues, research and analyze options and best practices, and make recommendations for moving forward.
  • Ability to translate financial concepts to, and to effectively collaborate with, program colleagues who lack finance backgrounds.
  • Excellent verbal and written communication skills with the ability to build relationships and prioritize, negotiate, and work with a variety of internal and external stakeholders
  • Ability to multi-task and perform in a fast-paced environment
  • Ability to recognize human resource and compliance risks and work with an outside consultant to address emergent and on-going issues

Qualities

  • Problem Solver -- Intelligent, results-oriented, analytical, persuasive and influential, energetic and motivating
  • Emotional Intelligence – transparent, empathetic, respectful, inclusionary, conscientious
  • Project Management - Completes projects on time and within budget
  • Active listener – reflective, relationship-focused, open to divergent options
  • Collaborative - Ability to effectively manage relationships, consensus builder, strong facilitator, listen and respond effectively to members and Board as well as internal staff.  
  • Innovative – embraces change and is creative - thinks outside the box

Other

  • Travel required for meetings or conferences
  • Automobile and valid driver’s license preferred or the ability to get to various work sites 

Working Conditions

  • Work is performed in a typical office environment as well as outside locations including member health centers, government buildings, and community venues

 Physical Requirements

  • Ability to sit for long periods
  • Frequent standing, walking, travel
  • Hand and wrist dexterity to utilize computer and office equipment.
  • Vision, hearing, and speaking required to use a computer, phone, read, and interact with members, staff and partners
  • Occasional stoop, reach, lift (up to 20 pounds), bend, etc.