Director of Finance and Operations

Pro Peninsula
740 13th Street, Suite 502, San Diego, CA 92101
October 2006 - Present
Supervisor: Kama Dean, Executive Director

The Director of Finance and Operations is a member of the executive management team of Pro Peninsula, and assumes responsibility for the organization in the absence of the Executive Director. Responsibilities include managing operating plans, maximizing business processes, and providing overall supervision and implementation of the daily functions of finance and accounting, information technology, human resources, and internal operations for the organization.

Executive Administration and Support
Supports operations and administration of the organization by advising and informing Board and executive staff members, interfacing between Executive Director and staff, and contributing to organizational strategic plan development.

· As a key member of the executive management team, ensures coordination and integration of plans, activities, budget and resource needs with organization-wide capacities, functions, and mission/vision

· Works with the executive management team to set the strategic direction and business priorities that support Pro Peninsula as a strong conservation partner in the Baja California Peninsula region.

· Ensure that the Board of Directors has the information and support it needs to fulfill its responsibilities

· Work closely with the executive management team to determine priorities, set agendas, and prepare for meetings

· Coordinate and facilitate Internal Committee meetings

· Attend and participate in all required meetings, including but not limited to: weekly staff planning meetings, monthly executive team meetings, monthly work plan review meetings, monthly internal committee meetings, quarterly board meetings

· Maintain membership with professional associations. Attend conferences, workshops and meetings to keep abreast of current information and developments in fields relative to the success of this position (e.g. finance, operations, human resources, organizational management and leadership).

· Perform other duties as assigned

Internal Operations
Manages the day-to-day activities of the organization, develops and designs operations and system improvements on short-term, strategic, and tactical scales.

· Implement general policies established by the Board of Directors; direct policy administration and execution.

· Establish and monitor operational policies, programs, procedures and methods.

· Coordinate management of, and communications between, various Pro Peninsula offices and field stations.

· Maintain official records and documents, prepare reports and other support materials

· Negotiate, recommend approval for, and monitor compliance to contracts, including fiscal intermediary memoranda of understanding and independent contractor agreements.

· Give direction to and work closely with vendors, outside contractors, and other firms and individuals providing services to the organization.

· Assess operations needs, recommend and implement new methods, procedures or strategies to solve work problems and improve coordination and productivity

· Ensure that the organization is operated in accordance with all applicable local, state and federal laws.

· Monitor 501(c)(3) compliance

Financial, Tax, Risk and Facilities Management
Manages the financial risks, financial planning and record-keeping of the organization, provides oversight of bookkeeping/accounting details, and provides financial reporting to higher management.

· Direct and manage overall financial policies, practices, and procedures, including: financial strategy, planning and forecasts; conferring with the executive management team and Internal Committee.

· Direct and manage overall accounting policies, practices, and procedures, including: day-to-day and ongoing accounting activities, internal controls, budget preparation, contractor transactions, tax and audit functions.

· Oversee all financial reporting activities for the organization including: organizational revenue/expense and balance sheet reports, reports to funding agencies, development and monitoring of organizational and contract/grant budgets, annual audit results, financial forecasting and cash management.

· Ensure adequate cash flow to meet the organization’s needs, including establishment and maintenance of adequate reserves and investments

· Oversee the management, coordination and presentation of fiscal intermediary activities for pass-through grants to non-Pro Peninsula organizations and groups.

· Work with Program Director to ensure compliance with all contractual and funder requirements, including: interpreting funder requirements and regulations to ensure compliance with all federal, state, local and contractual guidelines; ensuring that all funder requirements and regulations are disseminated to appropriate personnel; monitoring compliance

· Monitor banking activities of the organization.

· Oversee the purchase and maintenance of fixed assets, including assets purchased with government funds (computers, etc.) assuring all are in accordance with federal regulations.

· Oversee the coordination and activities of independent auditors ensuring all audit issues are resolved, all compliance issues are met, and the preparation of the annual financial statements is in accordance with U.S. GAAP and federal, state and other required supplementary schedules and information.

Human Resource Management
Effectively manages the human resources of the organization according to authorized personnel policies and procedures that fully conform to current laws and regulations

· Serve as human resources director, managing all aspects of organizational HR requirements and responsibilities

· Supervise and direct an administrative assistant and other direct support staff/volunteers/interns as hired/appointed

· Maintain and control files for applicable correspondence, forms policies/procedures, reports, and other work product files that allows for consistent and ongoing management of human resources functions

· Initiate and monitor human resources policies, practices, and procedures relating to personnel actions, training and professional development programs.

· Communicate and interpret compliance regulations and internal policy and procedures; ensure employees are in compliance with regulations, policies and procedures; proactively ensure that the organization is up to date on and in compliance with HR practices and laws

· Research, develop, implement and maintain strategies and procedures for recruitment, retention and employee satisfaction, including competitive benefits packages

· Direct and coordinate the activities of direct report staff; ensure effective work flow and operational consistency; oversee staff and work plans

· Work with executive management team to supervise and direct the work of all employees.

· Oversee payroll and benefits administration

· Approve personnel documents and oversee personnel records

· Assist employees with human resources issues and inquires and with conflict resolution

· Oversee employee, volunteer and intern programs and orientations

· Maintain a climate that attracts, keeps, and motivates a diverse staff of top quality people.

Community and Public Relations
Assures the organization and its mission, programs, products and services are consistently presented in strong, positive image to relevant stakeholders

· See that staff, the executive management team and Board of Directors are kept fully informed on the condition of the organization’s finance and operations, and all important factors influencing them

· Represent the programs and point of view of the organization to agencies, organizations, and the general public.

· Participate in outside activities that are judged as appropriate to this position and approved by the Executive Director to enhance the prestige of the organization.