Director of Administrative Operations

SUMMARY: As a member of CALM’s executive team, the Director of Administrative Operations (DAO) provides leadership and assumes a strategic role in the overall management of the agency, including fiscal operations, human resources, facilities management, and information technology systems. The DAO works closely with the executive team on all strategic and tactical matters as they relate to budget development/management, cost benefit analysis, forecasting needs, and the strategic direction of the organization including compensation, benefits, employee relations, talent management and performance management. The DAO establishes CALM as a leader in diversity, equity and inclusion by identifying and directing the utilization of best practices. The DAO also oversees CALM’s Wellness, Safety and Risk Management efforts.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Finance:

  • Plan, implement, oversee, and evaluate all finance and accounting operations, including general ledger, accounts receivable and payable, fixed assets, purchasing and inventory control, cash management, and payroll.
  • Prepare accurate and timely financial reports monthly, quarterly, and annually in accordance with U.S. Generally Accepted Accounting Principles (GAAP) for use by the Board of Trustees and their committees, the CEO, and senior management staff.
  • Supervise Finance staff members, who oversee accounting, payroll, and administration functions.
  • Develop and implement policies and procedures related to accounting, internal controls, cash management and related functions, in accordance with all regulatory requirements and accounting standards that affect funding and operations.
  • Develop short, medium, and long-range financial plans and projections for presentation to the Executive and Leadership Teams, Finance Committee and the Board of Trustees.
  • Manage the timely planning, development, implementation and monitoring of the annual agency budget. Oversee financial forecasting and cash flow for administration and programs.
  • Represent the agency to financial partners, including financial institutions, auditors, public officials, foundation executives, etc. Serve as primary liaison with financial institutions.
  • Ensure accurate completion of the independent annual audit, non-profit tax returns and other periodic audits. Ensure that internal control procedures are implemented and functioning properly.
  • Maintain accurate records of the Endowment, work closely with Investment Managers and Investment Committee.
  • Serve as staff liaison to the Finance, Investment, and Audit Committees of the Board of Trustees.
  • Oversee facilities and property management issues county wide.
  • Serve as primary point of contact for information technology consulting contractors and support IT issues.
  • Remain up-to-date on nonprofit and audit best practices, and state and federal laws regarding nonprofit operations.
  • Complete other duties, as assigned by the CEO.

Human Resources:

  • Oversee all human resources strategies and programs, including employment management (leaves, unemployment, workers compensation, etc.), talent acquisition, benefits, compensation, employee relations, and shared services.
  • Champion optimization, measurement, and efficiency, and ensure HR operations and programs are performance driven, data informed, and structured to meet strategic objectives within established budgets and timeframes.
  • Supervise the Human Resources Manager who is responsible for the functional areas of the department.
  • Oversee a compensation plan that is equitable, responsive to operational objectives, market-driven, transparent, and sustainable.
  • Oversee a competitive and cost-effective benefits program that is a recruitment asset and helps drive retention. Evaluate, analyze and make recommendations for any changes in benefit structure, specific plans or providers.
  • Ensure CALM is equipped to attract, engage, and retain a high-quality, diverse workforce enabling it to carry out its mission and achieve its objectives. Develop and direct a dynamic talent acquisition program to recruit and onboard the highest level of qualified staff with the skills and values to meet CALM’s mission and operational needs.
  • Consult with, provide feedback, and be a direct resource to the CEO and Executive Team for personnel matters, and serve as a strategic partner to leadership and management staff regarding key staffing issues and transitions. Coordinate succession planning, and appropriate staffing structure needs. Ensure effective communication about all human resources matters.
  • Implement and oversee employee engagement and retention programs that build on organizational strengths, dynamically respond to workforce themes and trends, and equip managers to take ownership and accountability for engagement and retention of their teams.
  • Plan, implement, and evaluate employee training and development programs that equip staff to meet the technical demands of their jobs, create career development pathways, and support a cohort of continuously-learning leaders.
  • Oversee the development and review of the employee handbook and job descriptions.
  • Oversee the investigation of all claims of discrimination or harassment.
  • Direct the performance management process.
  • Implement and oversee staff wellness programs. Recommend, plan, evaluate and participate in county wide staff development efforts.
  • Direct safety and risk management efforts. Serve as Safety Officer for CALM. Manage Accident & Injury prevention efforts and associated documentation and training materials. Promote a safe and healthy work environment for self, other employees and clients.
  • Cultivate and lead a talented, service-driven, and resourceful HR team that models leadership at all levels and sets the tone for organizational values, service standards and culture.
  • Promote an organizational culture that embraces diversity, inclusiveness, and the fair and respectful treatment of all persons as a core value.
  • Stay current on and ensure compliance with all regulatory agencies and State and Federal law related to HR personnel policies, procedures, record keeping and activities. Ensure managers are informed of and competent in all relevant HR compliance.
  • Consult with legal counsel as appropriate, or as directed by the CEO, on personnel matters.
  • Manage operating expenses and capital expenditures within approved budget.
  • Maintain knowledge of industry trends by participating in educational opportunities, maintaining networks, and participating in professional organizations.
  • Other duties as assigned by the CEO.

SUPERVISORY RESPONSIBILITIES:

  • Carry out supervisory responsibilities in accordance with applicable laws and regulations, and within the organization’s personnel policies.
  • Directly supervise the Human Resources/Office Manager and the Finance Manager, who oversees the Staff Accountant.
  • Participate in Executive Team and Leadership Team meetings, as needed.

COMPETENCIES:

  • Financial Management – uses financial and other quantitative information to provide strategic agency management; interprets and analyzes implications of key financial indicators; understands overall financial performance of the organization; monitors overall financial status of operations to make strategic decisions; responds to inquiries using appropriate formats for presenting budget/finance information consistently and accurately.
  • Communication skills – Speaks and writes clearly and informatively; listens to others; works to resolve conflicts and maintains confidentiality; able to effectively present information and respond to questions from staff, participants, partner agencies and the community.
  • Professionalism – Approach others with tact, react well under pressure, treat others with respect and consideration, keep commitments and accept responsibility for own actions, work with integrity and uphold CALM values. Ability to exercise a high level of discretion and professionalism in handling sensitive situations.
  • Initiative – Undertake self-development activities, is a solution seeker, look for and take advantage of opportunities, ask for and offer help when needed.
  • Customer Service – Manage difficult situations, with supervisory support as needed; respond promptly to others’ needs; return emails and telephone calls from staff, volunteers, partners and vendors in a timely manner; solicit feedback.
  • Dependability – Meet schedules and deadlines, must be punctual, respond to management direction in a timely manner, create and implement measurable objectives and goals.
  • Planning and Organizing – Prioritize and plan work activities, manage competing priorities, use time efficiently, set goals and objectives, develop realistic action plans and take responsibility for implementing them.
  • Problem Solving – Identify and resolve problems in a timely manner, gather and analyze information skillfully, develop alternative solutions, work well in a group problem solving situations, use reason even when dealing with emotional topics.
  • Leadership – Display passion and optimism, inspire respect and trust, provide vision and inspiration to colleagues, give appropriate recognition to others, display willingness to make decisions, exhibit sound judgment, identify and resolve problems in a timely manner. Support staff efforts to succeed.
  • Supervisory Skills – Oversee, mentor and support staff, hire staff and manage performance evaluations, provides guidance and staff training, and assist staff in reaching goals.

EDUCATION and/or EXPERIENCE:

  • Bachelor’s degree (BA/BS) in Finance, Business Administration, Human Resources or related field from a four-year accredited college or university required; CPA or Master’s Degree preferred. Professional certification in Human Resources Management, highly desirable.
  • At least 7 – 10 years of successful financial and human resources management experience in positions with increasing responsibility.
  • Experience working in the nonprofit/philanthropic sector with a non-profit Board of Directors is highly desirable, ideally in an agency with a budget of $5M or more.
  • Experience in the behavioral health or healthcare industry and familiarity with government funding sources/reimbursement preferred.
  • Demonstrated knowledge of current California employment laws, including but not limited to ADA, FMLA, CFRA and PDL.
  • Experience in overseeing IT Management and Facilities Management strongly encouraged.
  • Must have valid CA drivers’ license, clean DMV, reliable transportation, and criminal record clearance from DOJ. Ability to travel throughout Santa Barbara County.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Strong commitment to CALM’s mission, vision, policies and strategic plan.
  • Leadership strength, strong interpersonal skills, and ability to take decisive action.
  • Knowledge of and experience with non-profit accounting, in accordance with GAAP.
  • Strong skills in financial planning/forecasting, business and financial modeling and an understanding of business drivers and metrics. Ability to translate knowledge into workable systems, processes and practices to enable CALM to function most effectively.
  • Experience conducting month-end and year-end close, cost allocation, revenue recognition, budget creation and management, cash management and management of restricted grants.
  • Knowledge and ability to train others about human resources functions, including state and federal labor legislation and regulations, personnel policy development and interpretation, supervisory skills, staff relations, benefit design and administration, compensation strategies, safety and performance evaluations.
  • Excellent verbal/written communication, analytical, and problem-solving skills.
  • Able to respond effectively to sensitive inquiries or complaints. Proven skills in problem-solving and decision making with integrity in making difficult personnel related decisions. Able to communicate decisions effectively and act as an effective mediator when necessary.
  • Able to prioritize competing responsibilities, with effective time management skills.
  • Able to demonstrate mature judgment, initiative and critical thinking.
  • Able to perform at a high level in a fast-paced team environment and manage multiple projects to meet timelines, without compromising accuracy, attention to detail or courtesy to clients and staff.
  • Able to work independently and as a team member
  • Able to provide feedback to staff in a constructive manner resulting in motivation for change
  • Flexibility, organization and can-do attitude.
  • Self-aware and self-motivated.
  • Commitment to diversity, equity and inclusion.
  • Must have respect for confidentiality; ability to work with discretion and integrity.
  • Strong computer proficiency, including Microsoft Excel, Word, PowerPoint, Outlook, QuickBooks and other financial record keeping software and HRIS web-based systems.
  • Willing and able to travel to all CALM offices/locations and attend outside meetings as needed.
  • PHYSICAL DEMANDS AND WORK ENVIRONMENT:

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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally required to:

  • Stand, walk; sit; reach with hands and arms; balance, stoop, kneel, crouch or crawl.
  • Drive from one location to another
  • Lift and /or move up to 25 lbs.

The noise level in the work environment is usually moderate. While performing the duties of the position, the employee is not exposed to weather conditions.

HOURS of EMPLOYMENT:

This is a full-time position. A full-time work schedule will be established in consultation with the CEO; some evening and weekend hours may apply. The normal work week is Monday – Friday. Normal office hours will be established between the hours of 8:00am and 6:00pm.

COMPENSATION AND BENEFITS:

Salary is dependent on experience and education. Benefits include medical, dental, vision, life insurance, paid holidays, vacation and sick pay (accruals based upon a 40 hours per week basis) and a 403(b) matching retirement program.

Interested and qualified applicants should submit a cover letter and resume to HR@calm4kids.org. Please put the title of the position in the subject line of the email.

« Back to Jobs


Equal Employment Opportunity

CALM is an equal opportunity employer and makes employment decisions on the basis of merit. We want to have the best available persons in every job. CALM policy prohibits unlawful discrimination based on race, color, creed, gender (including pregnancy, childbirth, and related medical conditions), religion, marital status, age, national origin or ancestry, physical or mental disability (including pregnancy, childbirth, and related medical conditions), legally-protected medical condition (cancer-related), sexual orientation, or any other consideration made unlawful by federal, state or local laws. All such discrimination is unlawful. CALM is committed to complying with all applicable laws providing equal employment opportunities. This commitment applies to all persons involved in the operations of CALM and prohibits unlawful discrimination by any employee of CALM, including supervisors and co-workers.To comply with applicable laws ensuring equal employment opportunities to qualified individuals with a disability, CALM will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant or an employee unless undue hardship would result. Any applicant or employee who requires an accommodation in order to perform the essential functions of the job should discuss their needs with their supervisor and request such an accommodation. The individual with the disability should specify what accommodation he or she needs to perform the job. CALM then will conduct an investigation to identify the barriers that make it difficult for the applicant or employee to have an equal opportunity to perform his or her job. CALM will identify possible accommodations, if any, that will help eliminate the limitation. If CALM determines that an accommodation is reasonable and will not impose an undue hardship, CALM will make an accommodation. If you believe you have been subjected to any form of unlawful discrimination, provide a written complaint to your supervisor or the Chief Executive Officer. Your complaint should be specific and should include the names of the individuals involved and the names of any witnesses. CALM will promptly undertake a thorough and objective investigation and attempt to resolve the situation. If CALM determines that unlawful discrimination has occurred, effective remedial action will be taken commensurate with the severity of the offense. Appropriate action also will be taken to deter any future discrimination. CALM will not retaliate against you for filing a complaint, participating in an investigation, or supporting a complaint of unlawful discrimination, and will not knowingly permit such retaliation by management employees or your co-workers. If you believe you have been subjected to such retaliation, report it immediately to your supervisor or the Chief Executive Officer.
WordPress Image Lightbox