Finance and Operations Manager - Mark Preece Family House

Sep 26, 2020
Hamilton, Ontario
Entry Level, Early Career

Finance and Operations Manager, Full-Time

Mark Preece Family House

Hamilton, Ontario

Salary: $60,000 - $70,000 / year

Application deadline:  Monday August 10, 2020 at 5pm

The Mark Preece Family House is a nonprofit charitable organization providing a “home away from home” for families of critical care patients at Hamilton hospitals. We are seeking an exceptional Finance and Operations Manager who has a passion for working with numbers, is an organizational wiz and exhibits top-notch leadership and people skills.

Reporting to the Executive Director, the Finance and Operations Manager is accountable for upholding the mission, vision and values of the Mark Preece Family House, implementing and administering the policies and direction established by our volunteer Board of Directors.  

The Operations Manager is accountable to the Executive Director for upholding the mission, vision and values of Mark Preece Family House, implementing and administering the policies, values and direction established by the Board of Directors.

The Operations Manager is responsible for managing operations for the organization, including all organizational, administrative, volunteer and human resources and financial functions of the House. The Operations Manager has direct managerial responsibility of housekeeping and maintenance staff as direct reports. The Operations Manager also oversees the day-to-day supervision of front desk staff and provides support to the Board of Directors and Executive Director as needed.

GENERAL RESPONSIBILITIES

  1. Overall financial management of House and charitable operations including supporting the annual audit, following best practices and accounting protocols, exercising the utmost care and confidentiality
  2. Overall management of all aspects of human resources for the organization, assisting and reporting to the Executive Director
  3. Overall day-to-day management of House operations, including supervision of housekeeping, maintenance, volunteers and family service coordinators, including all staff and volunteer scheduling
  4. Provide reports and support to the Executive Director and the Board of Directors as requested
  5. Provide back up to front-line operations as needed

SPECIFIC DUTIES

Finance

  1. Maintain, manage and prepare accounts payable and payroll for the registered charitable organization
  2. Maintain responsibility for house invoicing and related reports and journal entries
  3. Oversee accounts receivable including accepting payments; managing third party billing; following up on unpaid invoices
  4. Manage all donation and deposits
  5. Manage all financial aspects of event fundraising, including online registrations, auctions, lotteries, etc., reconciling accounts and managing all manner of charitable donations
  6. Manage and prepare all bank deposits including at branch; POS machine; on-line and direct deposit;
  7. Prepare financial statements including the income statement, balance sheet, capital report and cash flows
  8. Prepare all house statistics and present on standardized dashboard
  9. Assist Executive Director with overall financial management and annual budget preparation, as directed by the Board
  10. Prepare and provide records and materials in the manner required to assist in the  organization’s annual audit
  11. Ensure adequate internal controls
  12. Manage petty cash and donated “cash card” records
  13. Coordinate maintenance and updating of donor recognition wall
  14. Manage the charitable room rental fund

Operations

  1. Manage and maintain efficient and effective operations of the House, ensuring staff supervision that delivers optimal standards of service to our guest families
  2. Coordinate and manage all aspects of service delivery and service provider documentation for House operations, maintaining accurate records and tracking
  3. Overseee and manage housekeeping and maintenance staff, supervising their work and coaching on the job as required, conducting annual performance reviews and all direct report responsibilities
  4. Develop, coordinate and maintain all staff and volunteer schedules
  5. Develop and manage all standard operating procedures in consultation with the Executive Director and document accordingly, maintaining quality record keeping
  1. Maintain and produce reports, statistics, tracking and other records as required for the smooth and efficient running of House operations
  2. Manage inventory and purchasing of all office and business supplies
  3. Operational management of the organization’s fundraising database and all aspects of administrative follow up of donor stewardship
  4. Operational management of our front-of-the-House software and coaching staff as needed on best practices, providing reports and maintaining records and data integrity

Administration

  1. Manage all business correspondence, contracts and record keeping
  2. Maintain and update all House Manuals including Operations, Finance, etc.
  3. Maintain and update all operations related files, including database management, accurate record-keeping and best practices
  4. Coordinate and assist with meeting and event arrangements (food, equipment etc.) as required
  5. Manage administrative aspects of fundraising events, programs and donor stewardship
  1. Assist Executive Director with all administrative and clerical aspects of the operation
  2. Maintain best practices regarding donor acknowledgements and not-for-profit administrative tasks
  3. Perform minute-taking at Board meetings as needed
  4. Create and maintain meticulous Board records, documents, policies and manuals
  5. Support Board members as needed
  6. Assist with documentation and preparation for the Annual General Meeting
  7. Assist the Executive Director with Board matters as needed

Human Resources

  1. Maintain all aspects of employee and volunteer HR responsibilities, including scheduling, file keeping, police checks, and associated record maintenance
  2. Co-ordinate benefits for new hires and changes for existing employees
  3. Manage recruitment, hiring, on-boarding and training of both employees and volunteers
  1. Prepare payroll and payroll-related forms such as ROEs and T-4s
  2. Train, supervise and assign tasks to staff and volunteers
  3. Coordinate volunteer assignments and administrative and financial functions for fundraising events

QUALIFICATIONS

  1. Post-secondary degree in a related field or equivalent work experience
  2. Minimum 7 years business operations experience; minimum two years in a managerial role with staff supervision
  3. Demonstrated expertise in the full accounting cycle and financial management of a nonprofit, including CRA requirements and donor stewardship
  4. High computer aptitude, including advanced knowledge of fundraising database management and financial software, full suite of Office365; ability to learn new programs and apps, comfort with cloud-based systems
  5. Additional training and specific experience in accounts payable and accounts receivable essential; expertise in QuickBooks and DonorPerfect (database) an asset
  6. Proven excellence in organization, prioritization, planning and documentation, with attention to detail
  7. Highly adaptable with outstanding interpersonal and team-building skills, ability to delegate and be a positive influencer; emotional intelligence

Salary: $60,000 - $70,000 / year

Please apply online via Charity Village

For more information, go to www.markpreecehouse.ca

Application deadline:  Monday August 10, 2020 at 5pm

No phone calls please. Only those selected for an interview will be contacted. Mark Preece Family House is an equal opportunity employer, and encourages applications from all groups. Mark Preece Family House offers accommodations for applicants with disabilities. If you are contacted by us regarding this position, please advise if you require accommodations.    

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