DIRECTOR OF OPERATIONS

 The Faith & Politics Institute (FPI) seeks a Director of Operations to carry out a variety of functions related to strategic planning, outreach, governance, finance and administration. The Director of Operations will manage the day-to-day operations of the organization; develop and implement policies that will maximize efficiency; and work closely with the President and Chief Executive Officer to ensure current and long-range activities align with the organization’s core mission and values.

 OVERVIEW

This exempt level position requires a hard-working, mission-driven, highly collaborative work style with a positive team-first attitude. Demonstrating an ability to handle competing priorities in a growing organization, to effectively leverage resources, meet multiple deadlines and balance numerous projects for the good of the organization is a priority. Equal parts integrity, compassion, patience and comity are necessary to address the sometimes unpredictable and at times deeply divided environment on Capitol Hill in a professional, poised, positive and productive manner.

This is a general overview of some of the details of the duties you’re expected to perform during the course of your employment. This document is not all inclusive and your responsibilities will change as the needs of the business change.

JOB RESPONSIBILITIES:

Strategic Planning, Outreach, and Governance

  • Oversees the operational activities of the organization;

  • Ensures the organization’s culture and external activities are aligned with its core mission;

  • Develops and implements processes to improve the organization’s overall efficiency and effectiveness;

  • Leads strategic plan implementation and performance monitoring;

  • Establishes performance metrics and leads quarterly reviews;

  • Manages external relations as directed by President;

  • Develops congressional and executive branch outreach plan;   

  • Co-leads advance trips with Chief Program Officer/Director of Public Affairs;

  • Provides staff support to the Board of Directors;

  • Liaises with board committees on specific matters;

Financial Management

  • First line of approval of all M&G expenditures (program expenditures assigned to Program Director);

  • Manages financial database (Raiser’s Edge);

  • Manages Accounts Receivable;

  • Drafts all financial correspondence in a timely manner;

  • Updates and maintains financial policies and procedures, with approval of controller and President;

  • Receives and opens all incoming accounting mail except for bank statements;

  • Reviews and manages cash flow and forecasting with controller;  

  • Works with controller to review and monthly and annual financial reports;

  • Oversees annual audit process with controller, and ensures all materials are prepared for the audit;  

  • Serves as liaison to controller and Finance Committee on annual audit preparation;

  • Reviews and analyzes all financial reports;

  • Oversees expense allocations, including check processing;

  • Ensures checks requests are presented to controller within 1 business day;  

  • Monitors and manages all expenses to ensure most effective use of assets;  

  • Negotiate vendor contracts;

  • Maintain vendor list;

  • Reviews and ensures timely processing for all incoming and outgoing invoices;

  • Reviews and approves all reimbursements and fund requests, along with President/CEO in a timely manner;

  • Reviews, revises, and maintains internal accounting controls and procedures;

  • With controller and President, presents to the Treasurer all monthly and annual financial statements;

Development and Corporate Giving

  • Sets fundraising and development goals in collaboration with fundraising consultants;  

  • Organizes, creates agenda, and facilitates weekly fundraising call;

  • Develops annual fundraising plan and reports weekly on progress;

  • Responds to donor inquiries;

  • Generates donor invoices and processes donor payments;

  • Initiates donor acknowledgements within 1 week;

Personnel Management  

  • Responsible for all personnel files with Office Manager;

  • Maintains and updates employee handbook and policy and procedures manual;

  • Develops and implements Emergency Action Plan in an emergency;

  • Hires, trains, and supervises interns in accordance with office policy and applicable laws;

  • Interviews, hires, and trains support staff employees;

  • Directly supervises support staff employees in accordance with office policy and applicable laws;

  • Plans, assigns, and directs work of support staff employees;

  • Evaluates performance and rewards and disciplines support staff employees;

  • Establish and manage ongoing trainings to support a learning culture;

  • Enhance professional development for individual staff members and for the team;  

  • Ensures staff issues are addressed properly and in a timely manner;

PROFESSIONAL QUALIFICATIONS AND EXPECTATIONS

  • Bachelor’s degree in a related field or certification in finance or management from an accredited institution;

  • A minimum of 7 years of overall professional experience; ideally 6+ years of broad financial and/or operations management with some experience in audit, legal, compliance and budget development;

  • Knowledge of all Microsoft programs;

  • Familiarity QuickBooks and Raisers Edge or comparable CRM platform;

  • Prior experience in a supervisory role;

  • A successful track record setting priorities, organizing, analyzing, problem-solving, and making sound decisions;

  • High level of integrity and ability to exercise discretion and maintain confidentiality;  

  • High level of commitment to the mission and work of the organization;

  • Positive; proactive; and team focused attitude;   

  • Assists with programs, events, and activities as directed;

  • Establishes and maintains positive relationships with supervisors, colleagues, and stakeholders;

  • Accepts and acts on performance based criticism and direction;

  • Adheres to the office attendance policy;

  • Works well under pressure and handles stress with grace;

  • Ability to travel;

  • Works a flexible schedule that may include long hours, nights, and weekends; and;

  • Performs other duties as assigned.  

WORKING CONDITIONS

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. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. The employee may also be regularly required to travel by automobile, walking short distances, taking trains or air travel to achieve work goals. Reasonable accommodation can be made to enable people with disabilities to perform the described essential functions of the manager's job.

DIRECT REPORTS

This position has direct supervisory responsibility for the Executive Assistant / Office Manager (EAOM) and the Protocol / Government Liaison Officer.