Strategic Operations Partner

3 weeks ago

Rochester, Medway, United Kingdom United Way Worldwide Full time

Key Responsibilities:


The Vice President of Administration serves as a strategic operations partner to the President and is responsible for ensuring effective and efficient operations, coordinating with vendors to provide finance, HR, and IT services. They manage United Way's physical office space, coordinating with our property management vendor to support building and tenant operations.


Organizational Leadership:



  • Participate as a member of the management team to provide a united, visible, and strong leadership presence across the organization to help instill new thinking, focus and prioritize efforts, and operationalize strategic objectives.
  • Serve as a liaison with the United Way network, coordinating submission of reports and meeting of United Way Worldwide membership requirements.

Management of Functional Areas:



  • Coordinate with external vendors for provision of employee benefits, payroll, IT, financial services, and property insurances.

Finance:



  • Oversee internal financial controls, compliance, and policy enforcement, ensuring accuracy and accountability across all financial processes, including payroll, accounts payable, and accounts receivable.
  • Manage high-level A/R and A/P functions, including authorization of payments, coordination of bank deposits, reconciliation of key accounts, and supervision of grant payouts, with operational support from accounting services provider.
  • Lead annual budgeting, forecasting, and financial analysis, including preparation of Actuals vs. Budget reports and cash flow oversight, utilizing financial data and reporting prepared by accounting services provider.
  • Oversee all audit and tax compliance activities, including coordinating with accounting services provider on annual audit preparation, IRS Form 990 filings, and 1099 processing to ensure compliance with federal and state regulations.
  • Oversee asset tracking, depreciation, and disposal processes, maintaining records in line with UWOC's asset management policies and financial standards.
  • Review and approve monthly bank reconciliations and balance sheet accounts, coordinating with accounting services provider for accurate and timely reconciliation.
  • Ensure financial document retention and compliance with UWOC's policies and standards, coordinating with accounting service provider for secure and organized record-keeping.
  • Maintain compliance with United Way Worldwide financial policies.

Human Resources:



  • Manage payroll processing, employee benefits administration, PTO tracking, and 403(b) contributions, ensuring accurate and timely submission to payroll vendors, with oversight of all data entry and updates to payroll records.
  • Manage internal office routines to promote an inclusive and effective workplace culture.
  • Prepare meeting agendas, minutes, reports, surveys, and presentations.
  • Develop strategies and routines to drive Board engagement and development in accordance with the organization's Policy Governance model.

Facilities:



  • Supervise the Executive Assistant to support front-office and board operations.
  • Provide for general UWOC office functions, including reception, mail processing, procurement.
  • Serve as the liaison and primary point of contact for building tenants, property management, and conference room rentals. Communicate proactively to provide for day-to-day facilities needs.

Qualifications and Experience:


Minimum 5 years of leadership experience in finance, HR, organizational development, or related field. Familiarity with Generally Accepted Accounting Principles is required. Track record of effective supervision of staff. Proven record of organizational leadership, strategic planning, and budget development. Experience in a nonprofit organization or work with nonprofit boards is preferred.

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