VP of Operations & Finance
Make-A-Wish Greater Bay Area is a wish granting organization. Together, we create life-changing wishes for children with critical illnesses. Our Chapter serves children from Monterey County to the Oregon border west of Interstate 5. Research shows children who have wishes granted build the physical and emotional strength they need to fight a critical illness, improving quality of life and producing better health outcomes.
Make-A-Wish Greater Bay Area is seeking an experienced, detail-oriented, and energetic team leader to direct the people, operations, and finance functions of the organization. The VP of Operations & Finance is responsible for oversight of the business functions of the Chapter operations, develops and manages a $5.2 million Operations budget, and works closely with the CEO in overall organization management. The VP is skilled project and people manager, a master problem solver, and someone capable of seeing both the big picture and the smallest details. Area of oversight include human resources (with support from Insperity), business operations (including database and IT), finance/accounting (with support from Shared Financial Services), and volunteer management.
This exempt position reports to the CEO, is a member of the Senior Management Team, and oversees a team of five staff members, including three direct reports: a Director of Data & Analytics, a Senior Volunteer Manager, and an Operations & Finance Manager. The Operations Team is a service center to the organization and supports the infrastructure needed to fulfil our mission. The VP serves as primary liaison to Shared Financials Services (SFS) of Make-A-Wish America, an external team that provides accounting and high-level financial services.
People
- Serve as the HR lead for the organization with support from Insperity, our PEO
- Handle employee relations, counseling, performance plans, exit interviewing and—as needed—terminations, furloughs and reduction in force
- Manage payroll and administration of 401k
- Work with outside/pro bono support as need (i.e. labor attorney) for complex staffing matters
- Oversee new employee set up, benefits and payroll enrollment and orientation
- Maintain Human Resource Files in accordance with all federal, state regulations as well as compliance with Make-A-Wish America policies
- Manage staff leaves
- Develop and implement personnel policies and procedures; work with Insperity to prepare and maintain employee handbook and policies and procedures manual
- Lead and participate in the annual review process with CEO and supervisors for all employees including compensation adjustments supported by budget and business plan
- Responsible for benefits administration with support from Insperity, facilitate open enrollment and benefits meetings, and communicating changes
- Lead the recruitment and hiring of staff and paid interns
- Work with CEO and hiring managers on development of job announcements, as supported by annual budget and business plan
- Post jobs, review candidates, conduct initial phone interviews, and coordinate interview process with hiring managers, conduct reference checks
- Negotiate terms of employment, with CEO approval, and make offers
- Lead internal communication with staff on job postings, new hires, policy changes, reminders of activities, deadlines, etc.
- Work with internal task forces to support annual staff retreat; staff engagement; staff recognition; and diversity, equity and inclusion work, etc.
- Supervise and support the Operations & Finance Manager working with MAWA IT to create users, set up new hire workstations, assist with home workspace needs, training on MAW technology
- Supervise and support the Senior Volunteer Manager with oversight of a robust volunteer program with over 800 volunteers
Operations
- Work with the CEO, Senior Management Team, and the Board to develop, manage and execute strategic initiatives related to chapter business operations.
- Oversee the Operations & Finance Manager who partners with aspects of the following activities: Office Operations, IT/Technology, Organization records
- Responsible for recommending and developing improved methods and procedures for the organization, internal controls, performance standards, etc.
- Lead staff for building management, office space leases
- Review and approve contracts and agreements as outlined in chapter’s Obligational Authority
- Manage insurance policies, COI requests, claims and procedures
- Supervise and support the data and analytics team
Finance
- Work with the CEO, Senior Team, and the Board to develop and manage the annual budget and business plan, long-term strategic financial planning, budget reforecasting, and cash flow management
- Produce and manage the annual operations budget of $5.2 million including staff compensation strategies and benchmarking
- Produce a monthly finance memo following receipt of monthly financials from SFS including commentary provided by Senior Team for review and approval by CEO
- Review and approve check requests and credit card expense reports, facilitate the approval of CEO expenses with Board Chair
- Review of monthly, quarterly, and annual reports from Make-A-Wish-America
- Oversee all accounting functions, including accounts payable, accounts receivable, deposits and reconciliations performed by SFS and lead the work internally to meet required deadlines
- Support SFS in the preparation and review of the fiscal year end, annual financial audit and Form 990, time studies; serve as primary staff contact for both activities
- Supervise and support the Operations & Finance Manager who assist with finance/accounting tasks related to accounts payable, bank drafts, EFT’s, daily deposits, audit requests, program team accounting tasks
- Ensure compliance with all policies, performance standards, and internal controls relating to accounting/legal, cash management, and investments as well as all state local and federal regulations
- Primary staff liaison with bank and investment managers
- Monitor banking and investments to ensure adequate coverage for financial needs
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- This position requires consistent attendance on a day-to-day basis.
- While performing the duties of this job, the employee must be able to sit at a computer, read, write, type and speak for extended periods of time. The employee is occasionally required to move around the office.
- Physical agility to push/pull, squat, twist, turn, bend, stoop and to reach overhead.
- May require travel dependent on organization needs within 17-county territory surrounding office in Oakland, CA.
- 10-12 years related work experience with 3+ years in a leadership role
- Nonprofit experience preferred, including experience working with volunteers/volunteer programs
- HR, business operations, and budgeting experience required; nonprofit accounting experience desired
- BA or equivalent
- Ability to maintain complete confidentiality
- Extremely well-organized, able to multi-task efficiently, meet deadlines under pressure, and maintain composure in handling difficult situations
- Excellent communication skills, both written and verbal, and prompt follow through
- History of managing complex projects from inception to completion, including data collection and analysis
- Effective presentation skills
- PC literate – Microsoft Office Suite, Sharepoint
- NetSuite and Salesforce experience a plus
- Access to transportation for occasional travel
- Some evening and weekend commitments required
Salary range of $120,000-$130,000 based on skills and experience
Full-time, exempt (salaried) position
Fully benefited position with 100% premium paid for employee for sponsored plans, including 4% retirement match
PTO (paid time off) starts at 17 days a year (accrued each pay period)
Paid holidays and other paid time off (i.e. employee appreciation days) – 22 days a year
VP of Operations and Finance Search Make-A-Wish Greater Bay Area [email protected].