Associate Director

Wings Foundation

ASSOCIATE DIRECTOR OF OPERATIONS

REMOTE (MUST BE LOCATED IN DENVER, CO)

Associate Director of Operations

Location: Remote (Denver, CO)

Compensation: $75,000-85,000

Diverse Talent has partnered with Wings to place their next Associate Director of Operations. Wings is a non-profit organization based in Denver, Colorado that supports adult survivors of childhood sexual (CSA) abuse to transcend trauma and lead their fullest, healthiest lives. Specifically, Wings’ mission is building systems of support for adult survivors, combining in-depth health expertise with the healing power of community. Wings’ vision is healthy lives, relationships, and communities for all.

The Associate Director of Operations is a critical position that works closely with the Executive Director and other senior leadership staff. The main roles of the Associate Director of Operations are to ensure the agency’s overall financial, administrative and human resources (HR) strength to support smooth, effective and consistent infrastructure for Wings’ organizational and programmatic impact. The Associate Director of Operations will maintain effective financial strategies, monitor all financial activities, oversee all grant compliance measures, promote revenue growth, and optimize both restricted and non-restricted funding to empower Wings’ daily operations. The organized and agile professional will also lead consistent internal planning efforts to establish and/or grow internal systems to facilitate strong team workflow and elevate operational success of Wings’ mission. Aligning strategic vision with thoughtful, planned action, the Associate Director of Operations will oversee a team of staff and connect with outside vendors to achieve these aims. They will also act as a strategic partner in planning for ongoing organizational growth and capacity building.

Responsibilities

Financial Management (20%)

Supervise and train all staff members involved in financial duties at the agency.
Improve and expand the organization's ability to report and track financial trends and needs.
Oversee the formulation and monitoring of the organization’s budget against financial and programmatic goals.
Review all financial reports, ensuring accounting staff prepare monthly and annual financial statements in an accurate and timely manner, based on the reconciliation of revenue and expense accounts.
Identify specific causes of significant variances between year-to-date budget and year-to-date actuals.
Oversee a robust financial management/reporting system, including a thorough system of restricted funds.
Manage organizational cash flow and forecasting and ensure cash flow supports operational requirements.
Oversee the accounts payable and accounts receivable functions, with timeliness and accuracy.
Review and oversee timesheets and payroll processing routinely conducted by internal staff and PEO provider and be available to conduct payroll processing when needed.
Oversee the annual audit and 1099, in full compliance with generally accepted accounting principles.
Oversee the timely annual filing of federal, state, and local compliance documents and reports.
Drive best financial practices by creating and following standard policies and procedures.
Advise the leadership team on all financial matters, making proactive recommendations to keep finances on track; communicate financial status and changes.
Analyze and gain insights from both financial and client data collected and recommend appropriate action from that analysis; provide actionable and useful reporting and analytics.
Support all fundraising strategies and assist with implementation as needed.
Build relationships with bank, donors, vendors, and outside consultants.

Government & Private Foundation Grant Oversight (15%)

Oversee Accounting and Grants Manager who coordinates all aspects of grant applications, renewals and reporting on rotating basis for all government grants, ensuring internal and external deadlines are met; ensure collaboration with needed staff and any flex duties with this role are covered as agency grows.
Create and/or update any organizational policies needed to be in place for grant compliance.
Oversee controls are in place to identify and track eligible expenses.
Oversee successful completion of audits when required by grant funders.
Understand and train staff on expense eligibility and fiscal compliance of Wings’ government funders.
Work in collaboration with senior leadership to assess new funding opportunities and with Accounting and Grants Manager to assess fiscal feasibility and submit applications.

Administration Management (25%)

Oversee administrative functions (purchasing procedures, phone/business systems, IT, general supplies, and equipment) to ensure efficient and consistent operations as the organization scales; serve as primary contact with agency vendors responsible for these functions.
Liaise with suppliers to ensure annual compliance and maintain good business standing.
Assess, manage, and minimize risk in all areas of Wings’ administrative systems.
Organize, problem solve, raise issues, and help implement initiatives, solutions, and actions in conjunction with senior leadership to ensure the successful implementation of all agency initiatives.
Collaborate with other staff to ensure HIPAA compliance and data security among all Wings’ systems (i.e., Salesforce, Salsa, Zoom, etc.)
Ensure data integrity for survivor services for all grant reporting (tied to section above).
Assist with other projects as assigned and assist the Executive Director and Program Director on administrative tasks, as needed.
Update, implement, and maintain all required business and general liability insurance policies, bank accounts, government reporting, business and operating licenses, and contracts with vendor partners.
Ensure accuracy, completeness, storage, and efficiency of the use of corporate records, financial and business records, and general filing systems.
Work collaboratively with Wings’ leadership team to ensure alignment with other department functions, and support overall organizational success and continuing positive impact.
Conduct periodic reviews and revisions to agency policies and procedures, in collaboration with leadership.

Human Resources (20%)

Develop, implement, and oversee best-in-class hiring, onboarding, and employee development processes and systems; conduct all agency onboarding of new staff and employment eligibility verification.
Liaise with Wings’ Professional Employment Organization (PEO) and manage human resources including employee relations, benefits, compensation, and performance evaluations.
Address unforeseen human resource issues that arise with Wings’ staff and contractors.
Ensure accuracy, completeness, storage, & proper access to/use of human resources documentation/ files.
Oversee all logistics for Wings’ retirement plan.

Operations (20%)

Collaborate with senior leaders in the development of performance goals and long-term operational plans.
Maximize efficiency and productivity through extensive process analysis and interdepartmental collaboration.
Set strategic goals for operational efficiency and increased productivity and impact.
Work with project managers in the development of financial and budgetary plans.
Analyze current operational processes and performance, recommending solutions for improvement where necessary.
Coordinate and schedule with pertinent program staff on providing new facilitator orientations.

Supervisory Responsibilities: Currently the Accounting & Grants Manager, though more staff may be added in the future as Wings’ financial, HR, and administrative needs grow.

Work from Home:

While this is a work from home position, the employee must reside in the Denver metro area so that they may attend regular in-person meetings with staff and external partners. Because this position deals with confidential information and situations, the staff must work from a home office; the ADO cannot conduct most Wings’ business in a public location. Wings will provide a laptop for work use, but the employee must have access to reliable internet service and provide their own cell
phone, which can download the phone service app utilized by Wings.

Other Knowledge, Skills, & Abilities:

Excellent technology skills, as well as advanced internal and external customer service skills.
An intimate understanding of allowable costs, funding cycles, grant budgets, overall organization budget, etc. and be able to communicate these items with contract accountant at the source document level.
Experience with government contracts and/or funding partners including VALE, VOCA, VAWA, etc.
Excellent written and verbal communication skills and interpersonal skills.
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Education & Credentials:

Bachelor’s degree in finance, social work, or related field.
7-10 years of related experience in finance, administration and/or operations required.
Experience in grant management at the state or federal level highly preferred; or equivalent combination of education and experience.

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