The Director of Administration is a member of the leadership team with joint responsibility for organizational leadership, mission success and financial strength, and operational responsibility for the following: finance, technology, facility management, organization data integrity/reporting, and human resources. The Director of Administration sets challenging goals and uses data to track and show success in meeting those goals.
With this director level position, this team member must demonstrate outstanding organizational, planning, implementation skills, critically think and understand the vision to provide effective and efficient ways to partner with the community and those who are hungry. The ability to work in a fast-paced and progressive environment will be the key to success in this role, as the Northeast Iowa Food Bank continually strives to work towards our purpose of Collaborate + Educate + Advocate = Feed the Food Insecure in northeast Iowa.
This individual will have exceptionally articulate communication, interpersonal and leadership skills, which will be critical for the development of strong relationships between volunteers, clients, coworkers, and the community. Cultural competency is of utmost importance, as the Director of Administration will work with diverse populations regularly. The Director of Administration must possess a keen sense of initiative to continually improve the Food Bank’s various programming and experience and take on other duties, as necessary.
A passion for social justice and compassion for others are keys to being a staff member at the Northeast Iowa Food Bank. At the Northeast Iowa Food Bank, we strive to work as a unified team to Collaborate + Educate +Advocate = Feed the Food Insecure in northeast Iowa. To this end the Director of Administration needs to be capable of working as a team, as well as being a self-starter. In addition, maintaining a positive outlook will play a key role in being a motivator and encourager for volunteers, clients, and staff members alike.
Interdepartmental Leadership and Collaboration
- Oversee and collaborate with the Facilities Manager, Financial Controller, Human Capacity Manager, Technology Services Manager, and other direct reports to ensure departments have the support and resources necessary for success.
- Participate as a member of the leadership team to align team focus to increase effectiveness.
- Regularly communicate department activities and initiatives to Sr. Dir of Ops, Executive Director, and the leadership team.
- Provide support and liaison to other Food Bank constituents, Board of Directors, other food banks, and the Feeding America national office, where relevant and appropriate.
- Establish and maintain appropriate internal control, systems, policies, and procedures to ensure all resources are strategically leveraged to support the organization’s mission.
- Oversees and leads annual budgeting and planning process in conjunction with the Exec Leadership Team; administers and reviews all financial plans, policies and budgets; monitors progress and changes and keeps senior leadership team abreast of the organization’s financial status.
- Manages processes for financial forecasting, budget consolidation and reporting to the Executive Director, Sr. Director of Operations and the Board of Directors (BOD).Provide necessary information for tracking and reporting of financial activities, the status of funds, and capital expenses.
- Prepares for annual fiscal audits. Acts as a liaison with auditors to provide them with materials necessary to complete their audits. Manages relations with external auditors.
- Acts as the staff resource for the BOD Finance Committee, effectively developing the agenda, communicating and presenting critical financial matters to the BOD. Participate in all finance committee meetings and board meetings as requested.
- Reviews actual performance against budgeted performance. Prepares reports explaining budget deviations and overall financial performance for management and the BOD Finance Committee.
- Oversee all aspects of the organization’s fiscal management including accounting functions, financial and cash flow management, banking practices, financial reporting, payroll, and annual audit process.
- Oversee the preparation of and monitors all financial transactions including bank statement reconciliation, contracts, investment performance documents, monthly financial statements, and petty cash reconciliation.
- Oversee and monitor the integrity of the general ledger and management systems to accurately report financial activity.
- Obtain and maintain necessary business licenses and tax exemptions.
- Responsible for the Audit, 990 and other Government Reporting.
- Collaborate with Technology Services Manager to oversee all aspects of NEIFB’s technology and IT systems(assessments, training, planning, ongoing upgrades, and enhancements as well as long-term strategic plans for IT and information services).
- Develop and maintain IT related budget.
- Work closely with leadership team to evaluate, identify, recommend, develop, and implement effective technology solutions for all aspects of the organization.
- Set up systems to capture NEIFB data that is used to further our mission.
- Manage and interpret data, analyze results using statistical techniques and provide written and verbal ongoing reports to the Leadership Team.
- Maintain responsibility for the integrity, performance, and security of the databases in the Organization. Manage record maintenance and clean-up.
- Prepares and oversees all Feeding America reports, including, but not limited to the NAR and Quarterly Reports.
- Oversees the function of Human Resources to include Employee Relations, HRIS System Management, Compliance Reporting, Compensation Budgeting and Analysis, Benefits Administration, Talent Recruitment, Employee Training/Development, HR Policy Administration.
Personnel Management and Supervision
- Directs hiring, training, and supervision of department team members, including paid staff and volunteers/interns.
- Supports team members by establishing performance objectives and measuring progress toward goals; leading team meetings; developing team members’ skills and abilities, both individually and as a group to increase effectiveness; and ensuring that employees have access to the resources needed to be successful.
- Coordinates a well-functioning administrative support structure, including phones, office equipment and supplies. Ensures the front desk has adequate coverage for handling incoming visitors, phone calls, mail, and donor data entry.
- Evaluate organizational polices, ensuring they are modified, or new ones are created considering changing organizational need, and/or to remain compliant with regulations.
- Provide back-up coverage and support for all direct reports.
- Oversee maintenance of building, grounds, equipment (not including vehicles),machinery, HVAC, refrigeration systems, vehicles, pest management program, etc. Contribute to capital initiatives undertaken by the Food Bank.
- Greet, train, and supervise volunteers and share the mission of the NEIFB occasionally; provide general guidance of projects; assure proper volunteer training to include specific jobs and safety concerns. Communicate frequently with volunteers to ensure they are satisfied and appropriately placed.
- In instances of a federal, state or locally declared emergency, NEIFB is typically considered an essential service and emergency responder; all employees may be called in to perform regular or emergent duties.
- Perform any other duties as needed to fulfill our mission, drive our vision, and abide by our values.
- 10+ years’ leadership experience in finance or business administration required.
- Experience in a senior financial-management role, partnering with executive staff, resulting in the development and implementation of creative fiscal management strategies.
- Minimum five years of creative and inspired leadership experience supervising senior managers and driving innovation both within a department and across an organization.
- Experience managing cash budgets of approximately $5 million and overseeing $15 million of annual donated inventory activity.
- Extensive experience in or knowledge of nonprofit accounting, including fund and grant accounting, compliance, and reporting.
- Experience working with IT staff to plan organization-wide systems strategy and road map, supporting business strategy and infrastructure needs.
- Experience working with HR staff to plan employee recruitment, engagement, development, diversity/inclusion, and compensation strategies.
- Exceptional strategic thinking and problem-solving skills, with highly developed interpersonal and coaching skills and the ability to build collaborative, trust-based relationships inside and outside NEIFB.
- Demonstrated commitment to diversity, equity, and inclusion; ability to serve as an exemplar for the organization’s values and foster an inclusive and respectful workplace.
- Ability to motivate teams to produce quality materials within tight periods; proven capability to balance several projects and meet deadlines.
- Interest in and commitment to the mission of the Food Bank
- Ability to work flexible hours, including some evenings and weekends.
- Must pass a criminal background check.
- Valid driver’s license, safe driving record, current vehicle insurance and ability to use personal vehicle for OFB business.
- CPA, MBA or related formal training in finance, business/management preferred. Experience specifically leading HR and/or IT or willingness to develop formal knowledge (e.g., HR certification).
- Experience in a non-profit environment with a variety of stakeholders deeply rooted community values.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This job operates in an office and distribution center environment. The noise level in the work environment is usually moderate. The employee is occasionally exposed to working near moving mechanical parts.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit, stand; walk; use hands to finger, handle or feel; reach with hands and arms; talk; and hear. The employee is occasionally required to stoop, kneel, crouch or crawl, taste, and smell. The employee is occasionally required to stoop, kneel, crouch or crawl, taste/smell, and lift and/or move up to 50 pounds.
NEIFB Bank Core Values NEIFB Core Focus
- Solution Centered Our Purpose:
- Committed to Excellence Collaborate + Educate +Advocate = Feed the Food Insecure
- Helpful Attitude
- Humbly Confident
- Clear Communication Our 10-year target:
- Passion for the People We Serve Every Meal. Every Day. Everyone.
Northeast Iowa Food Bank hereby affirms it is an equal opportunity employer, offering employment without regard to race, color, religion, sex, sexual orientation, national origin, gender expression or identity, pregnancy, leave status, genetic information or age and provides Equal Employment Opportunity to handicapped individuals, disabled veterans, and veterans of the Vietnam era. Further, the Northeast Iowa Food Bank is an equal opportunity provider