VP, Finance & Administration
Department: President (Administration)
Under the leadership of the President, the VP, Finance & Administration is responsible for accurately administering the operational and financial concerns of Pillar College for assuring budget compliance and financial stability. He or she is a member of the President’s Cabinet and Leadership Team and is responsible for the implementation and oversight of policies, personnel, and procedures within the organization. The VP, Finance & Administration provides strategic leadership, vision, and oversight in all key administrative matters of the College. The summary of the description is:
- With direct oversight of 3 executive directors, drive the operational effectiveness of Pillar College and all associated organizations through thorough strategic planning and effective financial controls.
- The VP, Finance & Administration has principal responsibility for solving organizational problems in order to keep the President focused on the primary task of governance and the executive leadership of Pillar College.
- Responsible for driving effectiveness in the business areas and drive and assist with the launch of new programs to serve the community.
- Oversee the operational side of the College in an effort consistent with the achievement of its strategic plan.
- Ensure operational consistency of both the organizational, operations and financial functions within the College.
- Responsible for developing Key Performance Measurement process and system for effective communication of financial and organizational metrics for the President and the Board.
Finance and Accounting
Operations and Business Development
Accountable for the Financial function to ensure responsibility of the below is executed by the Financial lead-VP, Finance:
- Build the financial management infrastructure, policy and function inclusive of all financial functions (AR, AP, General Ledger, Chart of Accounts, Audit, Risk Management, Control) which has the following products:
- Leads annual institutional budgeting. Collaborates with the other members of the senior team and their reports in developing specific program, site, and department budgets and financial tracking tools.
- Oversees the preparation and approval of all interim and annual financial statements and metrics for the president, board and executive management, as appropriate.
- Manages organizational cash flow and forecasting
- Implements and monitors all control procedures
- Manages the college facilities and equipment leases and service agreements
- Assists Enrollment Services department, as requested, regarding student accounts and scholarships and grants data
- Coordinate all insurance
- Approves (with collaboration with the President‘s Cabinet) and reviews all significant institutional contracts, liaising as necessary with outside counsel
- Serves as the liaison to the college auditors and to the Board’s Audit Committee. Coordinates all annual audit activities. Acts as the organization’s chief financial control officer
- Acts as the college’s chief risk management and compliance officer. Works in conjunction with the Administrative Committee of the Board to comply with all legal requirements and to identify and mitigate legal, financial, campus safety/security, and other enterprise risks.
Ensure effectiveness in key operational, financial and organizational functions within Pillar College, to include, but not limited to:
- Drive the financial accountability and correlation between all areas of the college and operations to ensure adequate flow of funds and ensure proper financial stewardship and protocols needed to adhere with the budget and fiscal responsibility. Improve all operations of Pillage College by reviewing all financial spending and its matrix to the operations of the College. Work with the various functions and subunits of Pillar College—Academics, Enrollment, Strategic Partnerships—to assess cross synergies that can be gained from operations. Perform functional level competitive intelligence and analysis to ensure fast-mover and best practices to advance Pillar College on its activities. Establish departmental goals and objectives by prioritizing related programs, managing the use of facilities, planning appropriate budget, delegating tasks and evaluating progress regularly. Review and update (if warranted) General Procedure Memorandum for all operations at Pillar College. Organize and structure all areas of the enterprise to ensure smooth flow of information and processes across business and operational functions. Research newspaper, surf the internet and other sources to determine if any seminars are available that may be able to help train, improve the quality of work performed by the staff as it relates to operations and financial improvements.
Accountable for the Operational function to ensure responsibility of the below is executed by the Operation lead:
- Operation’s coverage and ensure effective and efficient execution of goals. Improve all operations of coverage for the College by reviewing all financial spending and its matrix to the operations of the College. Reviewing all and signing relevant purchase orders related to specific function. Regularly reviewing monthly spending via the budget to stay below budget Making occasional determinations as to emergency spending Review strategy and analyze information relevant to the institution’s operations which include statistical analysis of all related functions. Liaise with the Manager of Facilities for the oversight and smooth operations of campuses – Building, Equipment and Personnel. Liaison between the Operating Officer and Financial Officer as it relates to the financial reporting of all subsidiary and institution’s functions. Facilities Lead: Direct oversight of all facilities – Newark and Somerset Campus Work with external contractors to determine the best acquisition price for purchased materials for the Pillar facilities Dialog with the VP, Finance & Administration and Vice President of Operations to determine best-in-class practices for the execution of the facilities department Work with the Technology lead for the adequate upkeep of the surveillance system both locations. Work with the Technology Lead to ensure that the access system if functional and operational 24 hrs,7 days per week Provide guidance, oversight and employee development to a department of individuals for the proper execution of all facilities maintenance and upkeep activities Direct all external contractors in an adequate manner to ensure proper project management expertise is used in the delivery of Pillar College’s mandated projects Make necessary repairs to any mechanical malfunctioning, hardware failure, etc. in the building as soon as the problem arises. When the repair is beyond your expertise, at least 2-3 cost estimates should be automatically obtained from professionals in the area. These cost estimates along with a description of the problem should be brought to your supervisor’s attention as soon as possible.
Accountable for the Business Development function to ensure responsibility of the below is executed by the Business Development lead:
- Business incubation facilities and programs for PC
- Identifying business opportunities related to the establishment of PC
- Development of new and expanding entrepreneurial businesses.
- Oversee: Pillar College Economic Development Corporation, Pillar College Center for Transformative Work, Anchor of Hope at Pillar College, Pillar College Press, and other developing business related entities.
- Extend degree program learnings and professional development opportunities for matriculating PC students.
- Maintain awareness of emerging opportunities for college development and turnaround college opportunities.
Strategy & Strategic Planning with the President
Ensure effectiveness in key strategic focus areas within Pillar College, to include, but not limited to:
- Provides financial, and strategic counsel to the President and to the Board of Trustees; partner with the other members of the President Cabinet and Leadership Team to address key issues as they arise. Work with the President to drives long-term organizational planning in alignment with Pillar College strategy. Represents the administration as an ex-officio member of the Administrative and Finance Committees of the Board of Trustees. Engages the board’s Administration and Finance Committees and President’s Cabinet around issues, trends, and changes in the financial environment and operating model as it relates to finances. Related to new strategic ventures Development of appropriate ideation for new strategic ventures. Performing research and development activities regarding new venture initiatives Develop the business plan for each initiative which includes: organizational summary, products and services, market segmentation, market analysis, target market segment strategy, website implementation strategy, SWOT analysis, competitive analysis, marketing strategy, personnel, fundraising, personnel and financial planning. Ensuring that financial plan is in alignment with the organizational budget prior to launch Presentation of new venture plans before appropriate sponsors to seek approval.
Information Technology Strategy and Execution
Accountable for the Financial and Operational function to ensure responsibility of the below is executed by the Information Technology Lead:
- Develop the appropriate technology infrastructure for future growth of Pillar College and continued education expansion. The Lead of Information Technology oversees the delivery of all information and communications technologies, user support and customer services. The position requires extensive experience in serving organizational missions in close alignment with the strategic priorities of the leadership team. Under the Lead’s leadership, the IT Division seeks 90% “excellent” customer service ratings. To achieve these results, the Director is responsible for availability, security, and support of information technology (IT) systems at all sites. This includes, but is not limited to: LAN, WAN, server infrastructure, web site development or coordination, desktop hardware, printers, application availability and operability, IT policy development and regulatory compliance, and telephone and data communications. The Lead develops IT services to affiliate users, and continuously evaluates new opportunities to help all stakeholders in leveraging their use of IT systems. The Director serves as a member of the organization’s divisional leadership team and works closely with all divisional heads (Director) on strategic IT solutions to their business and organizational challenges. The Lead will have: (1) working knowledge of all aspects of IT, including operating systems, electronic communications, programming techniques, and virtualized network infrastructure; (2) oversight experience with IT department administration, budget development and accountability, IT team-building and project management best practices; (3) knowledge of non-profit software for fundraising, accounting, healthcare delivery, grassroots organizing, Web 2.0 and application service provisioning; and (4) will be a proactive, affable communicator and facilitator who gets satisfaction in helping others become more effective. S/he will have the ability to work well under pressure and be more focused on people than on technology, with an ability to explain complex technical concepts in understandable language to peers and management.
Human Resources (dotted line to the President)
Accountable for the Financial and Operational function to ensure responsibility of the below is executed by the Human Resources Lead:
- Responsible for the overall administration, coordination, and evaluation of the Human Resources function. Responsible for compliance with Federal and State legislation pertaining to all personnel matters. Administer human resources policies, programs and practices: including planning, organizing, developing, implementing, coordinating and directing. Formulates policies and procedures for the Human Resources Department and recommends policies and practices to senior management. Build solid staff relations by: developing written personnel policies and procedures; developing of job descriptions; participating in hiring of departmental staff members; evaluating staffing structure and propose adjustments as the need arises; conducting annual performance evaluations, works to resolve conflicts. Ensure a stellar Human Resources Plan that addresses development, training, succession in all areas of the staff and volunteer ministries. Ensure staff alignment to overall mission of Pillar College. Monitors performance evaluation program and revises as necessary. Prepares and maintains employee handbook and policies and procedures manual.
Staff and Team-building
- Develops and manages a high performance and customer-focused team, which includes staff team, consultants, and vendors. Guides or participated in larger multi-disciplinary teams outside direct span of control Engages other members of the senior management team to ensure that all administrative and operational practices support Pillar College strategic agenda and activities Administer the work of staff members by encouraging teamwork and mutual support and providing leadership and nurture to all staff members.
- Demonstrated understanding of and commitment to Pillar Colleges’ ethos, mission, vision and institutional goals.
- Proven senior level management and organizational skills with ability to manage multiple departments, projects and deadlines.
- Proven ability in organizational development with experience in planning and implementing strategic initiatives, operational execution plan, and fiscal management.
- Excellent oral and written communication skills.
- Understanding of information technology and information systems and their application to the institution overall.
- Master’s degree or higher in strategic planning, decision sciences, finance, business, management or related field, preferably MBA in finance and/or CPA
- Relevant senior level experience in finances of higher education or other not-for-profit industries
- Agreement with the college‘s statement of faith.
- Lives within the Ethos and Standards of Conduct of the College