Business Operations Director

Hope Clinic for Women

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Job Summary

Hope Clinic for Women Job Description

Position Title: Business Operations Director

Position Type: Regular, Full time; Monday-Thursday 8:30-5 pm, Fridays 8:30-2:30 pm

Reports To: CEO

 

Mission

Hope Clinic for Women is a faith-based, safe and confidential place for anyone dealing with life choices regarding past, present and future pregnancies. We provide education, counsel and medical care for anyone regardless of age, race or religion.

 

Vision

Hope Clinic for Women is a Christ centered ministry existing to honor the sanctity of all human life as exemplified by:

• Teenagers and single adults choosing abstinence until marriage;
• Women and men choosing life for their child in the midst of a pregnancy;
• People experiencing God’s grace and forgiveness after an abortion;
• The transformation of hearts and lives by discovering the purpose and potential God intended for all His children.

Job Responsibilities

Position Description:  

Finance

• Oversee creation of annual operating budget working with CEO and Directors
• Send monthly income and expense reports to Managers ensuring they stay on budget
• Approve all business and advancement invoices on a weekly basis in receipt bank
• Balance database donation entry and deposits with accountant monthly
• Complete bank transfers, ACH withdrawals, and PayPal withdrawals monthly
• Oversee completion of annual audit with external firm
• Grant oversight:
  • Creating/updating the grant calendar (tracking grants, completing submission and tracking results/receipt)
  • Working with CEO/Grant Writer to determine completion of grant
  • Compiling necessary agency and financial reports
  • Tracking receipt/disbursement of restricted funds in spreadsheet
• Oversee fulfillment of the major mailings: donor receipts, newsletters, Summer Ask and Year End Ask
  • Working with Outreach manager for volunteer support and Executive Assistant on work with Post office
• Oversee Executive Assistant who is responsible for:
  • Complete weekly entry of donations and earned income in salesforce and reconcile with Receptionist and Accountant
  • Setting up all donor meetings with CEO including scheduling and preparing donor kits
  • Create and process salesforce reports for managerial staff as needed
  • Fulfill monthly donor receipts
  • Property and IT requests and maintenance such as changing light bulbs, restocking supplies, organizing storage areas, setting up new users for IT usage
  • Prepare quarterly board kits for CEO and other misc. tasks for Board Members
  • Make occasional agency-related errands out of the office

Human Resources

• Oversee all onboarding/offboarding of staff
• Oversee the quarterly and annual review process with managers
• Triage all performance related issues with other managers; pulling in CEO and/or HR consultant only as needed
• Maintenance and storage of personnel files 
• Communication/Tracking changes in staff, job offers, and vacation schedules
• Oversee benefits administration, including healthcare, 401k, supplemental insurance 
• Oversee all aspects of payroll including managing time tracking system (working with PayChex)
• Oversee quarterly staff retreats and other continuing education as needed
• Liaison with external HR consultant as needed

Agency

• All agency registrations (501c3 filing) 
• Maintain liability insurance for all areas including medical malpractice coverage 
• Compliance with federal, state and local laws and agencies 
• Oversee guidelines dealing with all emergencies (weather, threat, etc)
• Oversee relationship with TOSHA and all necessary guidelines
• Oversee updates for Business Standard Operating Procedures (SOPs)

IT/Technology

• Maintain inventory of all technology needs in the building
• Oversee relationship with outsourced IT company, and quarterly meetings
• Purchase as needed within budget
• Administration of major software: Salesforce, Office 365 
• Acquire new technology and properties to maximize strategic plans for all program areas 
• Ensure that all staff are trained to use IT resources to their full potential 

Properties

• Ensure adequate coverage of the building
• Ensure building up to code and main contact with all vendors
• Ensuring repairs/maintenance addressed efficiently
• Oversee all related fire drills, and related emergency protocols
• Ensure the building is secured and following all COVID (and similar) related restrictions.

 

Meetings:

• Twice weekly staff zoom check in meetings
• Twice monthly all staff meetings
• Twice monthly manager/director meetings
• Monthly financial committee meetings (typically first/second Thursday at 7:30am)
• Weekly meetings with CEO
• Quarterly Staff Retreats
• Attend main fundraising events for Hope Clinic

Qualifications

Education/Skills:

•    Bachelor’s degree in Business Management, Finance, or related

•    Excellent computer skills and in-depth knowledge of MS Office Suite required

• Ability to quickly master new technology and work in multiple applications simultaneously
• Knowledge of salesforce or project management software preferred
• Knowledge of standard office administrative practices and procedures
• This job requires moving of supplies and equipment (up to 50 pounds), and ascending/descending stairs and ladders
• This job require occasional offsite errands and employee must have access to personal transportation

Key Competencies:

• Attention to detail and accuracy
• Excellent written and verbal communication skills
• Professional demeanor
• Confidentiality
• Judgment and decision-making ability
• Minimum 5 years work experience
• Previous supervision experience preferred

Additional Information

Benefits

How to Apply

To apply, please complete the online application here and submit your resume and cover letter to Rachel Nelson at rnelson@hopeclinicforwomen.org.

Applications without a cover letter, resume, and completed online application will not be considered.

No calls or drop-ins, please.

Details

• Date Posted: May 17, 2021
• Type: Full-Time
• Job Function: Accounting / Financial Management
• Service Area: Social / Human Services
• Start Date: 08/02/2021
• Working Hours: M-R 8:30am-5pm; Friday 8:30am-2:30pm