Position: Executive Director
Hours: 20 per week, Part-Time
Salary: $27,000 annually, paid bi-monthly
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JOB SUMMARY
The Executive Director reports to the Board of Directors and works in partnership with the Board to establish and execute major goals in support of the mission and vision of the organization.
This position:
• Oversees development and administration of all program activities and has full responsibility for staff and volunteer development and the employment and dismissal of staff.
• Works in conjunction with the board to raise funds to support the work of the organization.
• Implements and complies with all Board policies and procedures.
• Interprets the organization’s services and represents the organization professionally in the community.
DUTIES AND RESPONSIBILITIES
Leadership/Relationship with Board of Directors
• Partners with the Board of Directors in promoting the vision and in developing and updating the strategic plan to guide the organization
• Acts as a resource person to the Board of Directors, its committees, and the Advisory Board on all aspects of the organization's activities
• Provides support, training, and developmental opportunities for Board members as needed
• Attends all meetings of the Board, providing an Executive Director’s Report at each meeting
• Participates in Board committee meetings by invitation of the committee chair
• Works in conjunction with the Board President to prepare quarterly meeting agendas and supporting materials for meetings of the Board and its committees
• Follows up to ensure implementation of Board and committee policies
• Identifies, assesses, and informs the Board of Directors of internal and external issues that affect the organization
• Serves as a liaison between Board of Directors and staff
• In addition to the President of the Board, acts as a spokesperson for the organization
• Conducts official correspondence on behalf of or jointly with the Board as appropriate
• Represents the organization at community events to enhance the organization's community profile
Operational planning and management
• Formulates annual objectives in cooperation with the Board
• Develops an operational plan, incorporating goals and objectives that work toward the strategic direction of the organization
• Monitors and reports on the achievement of goals and objectives
• Prepares performance reports on the achievement of goals and objectives
• Ensures that the operation of the organization meets the expectations of its clients, funders and Board
• Oversees the efficient and effective day-to-day operation of the organization
• Drafts policies for the approval of the Board and prepares procedures to implement the organizational policies; reviews existing policies on an annual basis and recommends changes to the Board as appropriate
• Ensures that personnel, client, donor and volunteer files are securely stored and privacy/confidentiality is maintained
Program planning and management
• Oversees the planning, implementation and evaluation of the organization's programs, services and special projects
• Ensures that the programs and services offered by the organization contribute to the organization's mission, maintain quality standards, and reflect the priorities of the Board
• Supervises the planning of program schedules
• Oversees the preparation and maintenance of accurate and timely program records
• Utilizes surveys of community needs and/or constituent problems when information or data specific to the organization is needed
Fundraising
• Works with the Board to secure adequate funding for the operation of the organization
• Oversees fundraising planning and implementation including researching funding sources, establishing strategies to approach funders, writing and submitting proposals for grants, and administering fundraising records and documentation
• Participates in fundraising activities as appropriate. Solicits contributions and helps organize all special events.
• Develops and maintains communication with donors and staff of funding sources
• Prepares and reports to the Board on status of funding requests
Human resources planning and management
• Supervises the work of all staff
• Determines staffing requirements for organizational management and program delivery
• Oversees the implementation of human resources policies, procedures and practices
• Implements a performance management process for all staff, which includes a performance review at the end of each school year • Recruits, interviews and selects staff
• Establishes a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations
• Ensures that all staff and volunteers receive an orientation to the organization and that appropriate training is provided • Coaches and mentors staff as appropriate to improve performance
• Disciplines and releases staff when necessary in accordance with appropriate and legally defensible procedures
Financial planning and risk management
• In concert with the Board treasurer, implements and follows the organization's Financial Procedures
• Works with the Finance Committee to prepare a comprehensive annual budget to submit to the Board of Directors for approval
• Approves expenditures within the authority delegated by the Board
• Signs or co-signs checks for the organization as delegated by the Board
• Ensures that sound bookkeeping and accounting procedures are followed
• Administers the funds of the organization according to the approved budget and monitors and reports to the Board on the monthly cash flow of the organization
• Works with the treasurer to provide the Board with comprehensive reports on the revenues and expenditures of the organization as defined in the Financial Procedures
• Ensures that the organization complies with all legislation covering taxation and withholding payments
• Identifies and evaluates the risks to the organization’s people (clients, staff, volunteers), property, finances, goodwill, and image and implements measures to control risks
• Ensures that the Board of Directors and the organization carry appropriate and adequate insurance coverage
• Reviews insurance coverage with the Board and staff on an annual basis, ensuring an understanding of the terms, conditions, and limitations of the insurance coverage
Community relations/advocacy
• Establishes good working relationships and collaborative arrangements with community groups, funders, policy makers, and other organizations to achieve the goals of the organization
• Oversees the publication of the newsletter, news releases and other forms of publicity
WORKING CONDITIONS
• Usually works in an office environment, but the mission of the organization may require non-standard workplaces and local travel
• May work evenings and weekends to accommodate activities such as Board meetings and to represent the organization at public events
• May work a specific number of hours per week as deemed necessary by the Board to complete the job.
The Executive Director is expected to manage his or her own schedule to fit within the expected range of hours and needs of the organization. The Board of Directors may periodically review work hours and make recommendations.
QUALIFICATIONS
Bachelor’s degree from an accredited university plus five years work experience in a related field is required. Supervisory and administrative experience, preferably in the nonprofit sector, is required. Experience in grant writing and management is strongly preferred. Proficiency in information technology and the use of the internet as a management tool is required. Human Resource Management experience is desired. Familiarity with basic website and database management tools, Microsoft Office, and QuickBooks is a plus.
Job descriptions are not intended, and should not be construed to be, exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. They are meant to be accurate reflections of the principle job elements essential for making fair pay and job performance evaluation decisions.