Assistant VP of Finance & Administration

Description/Job Summary

Job Summary

The Assistant Vice President for Finance and Administration (AVP/F&A) is a key leader of the Finance and Administration department, and within the Organization. Functionally, s/he is responsible for ensuring that the US-based accounting, treasury, and statutory and management reporting systems and policies provide high quality, timely data, and analysis for strategic decision support. The AVP/F&A works closely with the VP for F&A on strategic matters, including the setting of departmental and inter-departmental priorities, as well as representing Finance in cross-organizational working groups.

In collaboration with the finance management team, S/he has oversight responsibility for budget processes, financial analysis and forecasting, and the development and oversight of required financial systems, policies, procedures, and internal controls. The position ensures compliance with Generally Accepted Accounting Principles, applicable regulatory requirements including municipal bond covenants, internal policies and procedures, and with donor requirements. The AVP/F&A is responsible for ensuring the integrity of the general ledger and related data which is the basis for all internal and external financial reporting. S/he assists the VP for F&A with organizational risk management, participating in decisions around insurance, business development opportunities, and policy development and compliance monitoring.

The AVP/F&A provides innovative solutions for emerging financial management needs, as well as timely strategic decision support for the Cabinet, Board of Directors, and other stakeholders. The AVP/F&A serves with the VP for F&A as key staff for the Finance, Audit, and Risk committees and workgroups. S/he has responsibility and authority for the leadership of Financial Management and Operations in the absence of the Vice President for Finance and Administration.

During the current time of transition, this position will be a key stakeholder and leader to integrate and restructure two separate accounting and finance teams into one and combine systems, policies, and processes to meet the needs of the combined larger and more complex organization.

Responsibilities/Duties

Responsibilities/Duties

Strategic Leadership and Governance Support

  • Work closely with the VPF&A to develop departmental strategies and workplans that will support the achievement of overall strategy and goals of the organization.
  • Represent Accounting and Finance perspective in various cross-organization working groups and special initiatives (e.g. cost recovery task force, expat compliance, impact investing, etc.), strategic working groups, and other cross-departmental planning committees.
  • Responsible for preparation of required financial reports for Board and various committees.
  • Provide key staff support to Finance management (coordination, agenda development, etc.); make required presentations to Cabinet and other stakeholders.



Compliance and Risk Management

  • Develop internal controls to safeguard the assets of the organization.
  • Ensure that accounting and reporting follows Generally Accepted Accounting Principles (GAAP) and that audits are “clean”.
  • Oversee and review the preparation of form 990, tax filings, and other statutory reporting requirements.
  • Oversee compliance with payroll-related regulations for US paid employees.
  • Ensure compliance with all applicable internal policies and guidelines including:
  • Bond covenants related to municipal bond issue;
  • Board Policy;
  • Finance and Travel Policies;
  • Investment Policies.
  • Develop finance-related policies that appropriately address risk.
  • Work in coordination with VP F&A to manage risk by securing adequate insurance policies.
  • Identify and monitor financial risks and develop appropriate mitigation strategies.


Financial Operations
Oversight for effectiveness and efficiency of financial operations including:

  • Accounting and general ledger;
  • Payroll;
  • Treasury (banking and investments);
  • Budgeting and forecasting processes;
  • Financial reporting & analysis.
  • Coordinate work of Accounting and General Finance with Finance management team to ensure smooth functioning and efficient workflow.
    Identify opportunities for process improvements to ensure continued high functioning of the Finance department.
  • In collaboration with the VP F&A and Finance management team, develop and maintain a staffing structure and high functioning team to effectively meet the financial operation and management needs of the organization and provide high quality, timely financial information.


Financial Management

  • Collaborate with the Budget Director in formulating cash flow monitoring, forecasting, and planning.
  • Collaborate with the Controller & Foundation Accountant on investment portfolio performance and recommend changes as needed.
  • Collaborate with the Budget Director to ensure that budget and forecast processes are effective.
  • Collaborate with the VP F&A and budget director to analyze budget variance data.
  • Ensure timely, accurate, and relevant financial reporting.
  • Provide ad-hoc and standard analysis, trend reporting, and sensitivity analysis to inform financial management decisions.
  • Provide input to organizational dashboard(s) for financial Key Performance Indicators.
  • Manage F&A unit budget in close coordination with the VP F&A, assist in annual budget development and forecasting.
  • Policies and Systems
    Ensure that proper internal controls are in place and functioning as designed.
    Regularly review and update financial policies (including travel policies) to verify that they remain relevant and appropriate to ensure compliance and best practices while supporting efficient operations.
    Develop and maintain finance and accounting systems and processes that meet the financial management needs of the organization, including:
  • General ledger/accounting;
  • Budget and forecasting;
  • Financial reporting;
  • Banking/wire transfers
  • Expense reporting.


Other

  • In collaboration with the AVP of Facilities, gather the budgetary and financial requirements for new capital projects, facility renovations/retrofits, process improvements, equipment installations, and utility installations and modifications.
  • In collaboration with the Director of Procurement and AVP of Facilities, effectively support facilities and maintenance procurement processes.
  • When delegated by the VP A&F and/or the President, act with the authority of the CFO (VP F&A) in her/his absence to provide approvals and authorizations related to procurement, and other financial responsibilities as needed.
  • Represent the organization to financial partners including auditors, vendors, donors, partners, public officials, and network organizations.
  • Other duties as assigned.
Required Qualifications

MINIMUM QUALIFICATIONS

  • A Bachelor’s degree in Business Administration, Finance, Business Law or related field from an accredited college or university.
  • 5 to 10 years of professional experience managing accounting, budget, and financial reporting operations for non-profit organizations, with at least 3 years in management;
  • Knowledge of U.S. accounting standards for international non-profit organizations;
  • Proficient in the design and maintenance of financial management systems, internal controls, finance policies, and procedures development, and business planning and analysis;
  • Exceptional analytical, critical thinking, and innovative problem-solving skills with the ability to handle multiple tasks under tight deadlines and competing priorities;
  • Strong financial modeling, budgeting, and analytical skills utilizing advanced Excel techniques;
  • Experience with government grants and contracts strongly preferred;
  • Exceptional written and verbal communication skills and the ability to work effectively with others at all levels of the organization;
  • Effective presentation skills including the ability to successfully present complex subject matter to the Leadership Team, Board of Directors, staff, and others;
  • Leadership skills as a change facilitator and exceptional client-service orientation;
  • Effective supervisory skills including recruiting, mentoring, and developing staff;
  • Understanding of contractual agreement structures and the ability to effectively coordinate legal counsel support;
  • Proficiency with Microsoft Office 365, general ledger, budgeting, and financial reporting packages.
Preferred Qualifications

PREFERRED QUALIFICATIONS

  • MBA or CPA preferred;
  • Experience in procurement for an institution of higher education;
  • Experience with FMIS, the State of Maryland’s Financial Management Information System;
  • Facilities/Capital budget development experience;
  • Commitment to the organization’s core values and ability to model those values in relationships with colleagues and partners;
  • Experience with and commitment to working in a diverse and multi-cultural environment;
  • Ability to multitask and work cooperatively with others;
  • Ability to establish and maintain positive and effective working relationships with students, staff, faculty, and administration;
  • Ability to effectively supervise and motivate personnel;
  • Ability to work with sensitive information and maintain confidentiality.

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