Executive Director - Job Description

Transcription

1 Executive Director - Job Description Job Summary Reporting to and operating under the direction of the board of directors of the PREP Society the Executive Director plans, organizes, directs, controls and administers all Society activities, programs and operations directly or through other reporting managers, and in accordance with contractual requirements. The Executive Director promotes the s activities through contact with the community, business s, government, funding agencies, and the general public. Immediate Supervisor: Board of Directors Current Direct Reports: Financial Manager, Program Managers, Executive Assistant, Coffee Shop Manager. Knowledge, Skills and Abilities Knowledge of leadership and management principles as they relate to non-profit s Ability to develop and manage large budgets; must have skills and abilities for Financial Stewardship Experience in proposal writing Experience and knowledge of HR-hiring, performance reviews, disciplining, Employment Standards, Human Rights Knowledge of current community challenges and opportunities relating to the mission of the Some knowledge or experience in Property Management/Rentals/Leases and lease negotiations Belief of an open-door philosophy with staff; ability to work collaboratively with management and staff; with an understanding of life/work balance and health and wellness practices Must have the ability to understand financial accounting principles Competencies Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency Behave Ethically: Understand ethical behaviour and business practices and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques Creativity/Innovation: Develop new and unique ways to improve operations of the and to create new opportunities Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the al parameters Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance al effectiveness Lead: Positively influence others to achieve results that are in the best interest of the Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the 1

2 Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities Plan: Determine strategies to move the forward, set goals, create and implement actions plans, and evaluate the process and results Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem Think Strategically: Assesses options and actions based on trends and conditions in the environment, and the vision and values of the Key responsibilities (in terms of the expected results and standing outcomes (or accountabilities) in support of al goals i.e. what the position is expected to achieve) Leadership Participate with the Board of Directors in developing a vision and strategic plan to guide the Identify, assess, and inform the Board of Directors of internal and external issues that affect the In addition to the Chair of the Board, act as a spokesperson for the Conduct official correspondence on behalf of the Board as appropriate and jointly with the Board when appropriate Represent the at community activities to enhance the 's community profile Provide leadership and guidance, build and maintain strong working relationships with internal and external stakeholders, staff, volunteers and clients Operational Planning and Management Oversee the efficient and effective day-to-day operation of the with the support of the Financial Manager, Program Managers and the Administrative Team Work with the Career Link Manager to maintain both legal contracts and open relationships with EPBC subcontractors Work with all Managers to monitor the quality of service delivery Maintain comprehensive knowledge and practical understanding of Federal and Provincial Contracts including funder initiatives & contractor requirements Liaise with funding bodies and community interests on a regular basis Develop an operational plan which incorporates goals and objectives that work towards the strategic direction of the, stake holders and funders Work with PREP s Privacy Officer in obtaining staff Criminal Record Checks ensuring that the BC Freedom of Information and Protection of Privacy Act (FOIPPA) is adhered to Draft policies for the approval of the Board and prepare procedures to implement the al policies; review existing policies on an annual basis and recommend changes to the Board as appropriate Ensure that personnel, client, donor and volunteer files are securely stored and privacy/confidentiality is maintained Provide support to the Board by working with the Executive Assistant to prepare and send out monthly meeting agendas and supporting materials Manage facility operations including, mortgage obligations, leases & rental agreements for program delivery, security concerns and maintenance while working closely with the Financial Manager 2

3 Program Planning and Management Oversee the planning, implementation and evaluation of the 's programs and services with the support of the Financial Manager, Program Managers and Administrative Team Ensure that the programs and services offered by the contribute to the 's mission and reflect the priorities of the Board Monitor the day-to-day delivery of the programs and services of the to maintain or improve quality with the support of the Financial Manager and Program Managers Oversee the planning, implementation, execution and evaluation of special projects Schedule and hold regular meetings with team leads to ensure program and contractual obligations with funders are being met, etc. Manage the delivery of all funded projects making sure that staffing levels, reporting activities and financial records are accurate with the support of the Financial Manager and Program Managers Oversee the delivery of the Employment Program of BC according to the Agreement Financial Planning and Management Work closely with the Financial Manager to ensure that sound bookkeeping and accounting procedures are followed Work closely with the Financial Manager to ensure that the complies with all legislation covering taxation and withholding payments Work closely with the Financial Manager and Program Managers to maintain financial control of program budgets, monthly cash flow, and monitor the Society s financial responsibilities to ensure viability and sustainability Work with the Financial Manager to prepare a comprehensive annual Society budget to present to the Board, with recommendations for future expenditures, including wage increases. Oversee any large expenditures as approved by the Board Approve the financial statements and reports on the revenues and expenditure of the submitted by the Financial Manager prior to the monthly reports to the Board Review all monthly and yearly financial statements in each funded project with the Financial Manager Ensure a solid understanding of the financial statements and cash flow in order to forecast future concerns Work with the Financial Manager in preparing budgets for responses to Calls for Proposals Work with Financial Manager, Program Manager s and Board to oversee the financial management of the building and tenants Review bi-weekly payroll for processing direct deposit Review weekly cheques for all building and program expenditures and sign as appropriate Human Resources Planning and Management Work with the Program Managers to determine staffing requirements for al management and program delivery Oversee the implementation of the human resources policies, procedures and practices including the development of job descriptions for all staff and contractors Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations 3

4 Recruit, interview and select staff that have the appropriate education, qualifications and experience, technical, and personal abilities to help further the 's mission Ensure that all staff receives an orientation to the and that appropriate training is provided by the applicable Team Lead Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and regularly conduct performance reviews Coach and mentor staff as appropriate to improve performance Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible procedures Community Relations/Advocacy Communicate with stakeholders to keep them informed of the work of the and to identify changes in the community served by the Establish strong working relationships and collaborative arrangements with community groups, funders, politicians, and other s to help achieve the goals of the Publicize and interpret where possible and appropriate, the services and goals of the s programs Conduct presentations as appropriate to groups and institutions in partnership with the Community Coordinator Risk Management Identify and evaluate the risks to the 's people (clients, staff, management, and volunteers), property, finances, goodwill, and image and implement measures to control risks Ensure that the Board of Directors and the carries appropriate and adequate insurance coverage Ensure that the Board and staff understand the terms, conditions and limitations of the insurance coverage Board of Directors Reporting Consult with, advise, report to and participate in Board meetings Report change of status for mortgage obligations, rental agreements renewals, change of agreements etc. Report on all program objectives, budgets, performance measures and targets and financial arrangements Report and consult the Board on building repairs, upkeep and maintenance, and tenant issues Assist and consult with the Board in the recruitment and orientation of new Board members Execute decisions of the Board and monitor their implementation, providing feedback to its Directors Consult with Chairperson or appropriate Board committee to find suitable solutions to problems as they arrive Report Board decisions to the staff, when requested or appropriate Bring staff concerns to the Board, when requested or appropriate 4

5 Experience 5 or more years of progressive management experience in a social services sector or comparable business experience Relevant post-secondary education Extensive budgetary and report writing experience and expertise 2-5 years experience overseeing a non-profit or related experience Proficient in the use of Microsoft Office software Proven experience with Proposal writing for Provincial, Federal, private or for donation applications Demonstrated ability to function independently and often under pressure while managing multiple concurrent projects and deadlines, including effectively managing crisis or emergency situations Working Conditions Executive Directors usually work in an office environment, but the mission of the may sometimes take them to non-standard workplaces. Executive Directors work a standard work week, but additionally will sometimes work evenings, weekends, and overtime hours to accommodate activities such as Proposal writing, Board meetings and representing the at public events (Generally 37.5 to 40 hours a week-hourly pay rate). Three weeks vacation to start; excellent benefit package, RSP plan Society objective: for the new Executive Director to start the beginning or mid-june 5