Job Details

Vice President of Administration and Operations

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This range is provided by Care Net. Your actual pay will be based on your skills and experience — talk with your recruiter to learn more.

Base pay range

$120,000.00/yr - $130,000.00/yr

POSITION SUMMARY: Care Net seeks VP of Administration and Operations responsible for the administration of Human Resources services and Benefits administration for staff, oversight of financial services provided by the fractional accounting vendor, IT processes, Project Management processes, documentation for Board of Directors meetings, and various administrative and business processes.

KEY RESPONSIBILITIES

Human Resources

1. Manages the employee recruiting, hiring, and onboarding, terminations, leaves of absences processes, in conjunction with the Operations & People Care Manager (OPCM).
2. Manages employee healthcare, vision, dental, life, etc. benefits annual renewal process by securing from the healthcare insurance broker the healthcare plans to offer employees, conducting employee information sessions on the new/revised healthcare plans, updating the HRIS with detailed information on the plans, conducting Open Enrollment for employees, ensuring new employee selections are accurately reflected in payroll. The VPAO intervenes, when necessary, when complex claims need resolution.
3. Administers the Employee Annual Performance Review process in the HRIS system by updating forms needed, training staff of the use of the forms in HRIS, managing the assignment, approvals and completion of Annual Reviews in HRIS.
4. Responsible for maintenance, changes, additions and deletions in Employee Policies & procedures, and updates to the Employee Handbook.
5. Conducts exit interviews of separating employees. As needed, responds to requests for information from state unemployment insurance agencies. Responds to requests for employment verification. Maintains corporate employee files according to Document Retention Policy.

Finance

1. Primary liaison with accounting vendor (currently Cedarstone) on all matters pertaining to Care Net's accounting and financial management. Conducts weekly meetings with Controller to address process and issues. Communicates daily with various staff members of accounting team (Controller, Accountants, Accounts Payable, Payroll Processing, Accounts Receivable).
2. In partnership with the Controller, manages the annual budgeting process by collaborating with Care Net staff to establish budgets for Income, Payroll, Operational Expenses, Capital Expenses. Ensures submissions are internally approved prior to submission to the Board of Directors for final approval.
3. Manages the monthly financial reporting process by ensuring staff complete their submissions of expenses (credit card and invoices), review their monthly expense transactions and P&L reports, and reviewing the final monthly financial reports with the Controller and President.
4. Responsible for the annual creation of the General Shared, CEO, and Board department expense budgets. Reviews and reconciles these department expenses monthly.
5. In collaboration with the Controller and Auditors, manages the Annual Financial Audit and Form 990 preparation. Assigns multiple tasks to internal staff for accurate and on-time completion during the preparation process. POC for auditor's “field work” week, responding to various requests for information and clarification.
6. Main POC for corporate credit card / expense reporting / employee reimbursements system (currently Divvy). Adds new users, deletes terminated employees, sets and adjusts departmental budgets as needed, ensures timely completion and approval of all transactions monthly.
7. Serves as signor of Care Net bank accounts; periodically writes checks from the HQ office; main point of contact with the banks Care Net uses.

Administration

1. Manages the process of completion of Registrations for Charitable Solicitations in all 50 states by ensuring accurate completion of state filings completed by vendor, securing required signatures, responding to various inquiries from states, maintaining correspondence and reports files.
2. Responsible for completion and filing of various business registrations and licenses (VA State Corporation Commission, government personal property tax filing) for three office locations (VA, TX, OH).
3. On an annual basis, reviews business insurance (General Liability, D&O, Professional Liability, Auto, Dealership, Cyber, Workmen's Comp, Key Man) coverages for both Care Net and Care Net Foundation, and processes renewal of policies through insurance brokers.
4. Maintain digital files of executed contracts, corporate files for all business transactions (banking, insurance, health care agreements, government filings/reports, etc.).
5. Main POC for office space lease renewal for Virginia and Texas offices.

Board of Directors

1. Compiles documents from various sources (department reports, financial reports, prior meeting minutes, meeting agendas, board member information) for three board of directors meetings per year for Care Net, and two meetings per year for Care Net Foundation. Sends digital documents to board members prior to meetings, maintains printed documents for permanent corporate files.

Project Management

1. Ensures organization-wide project management processes are followed and focused on inter-departmental collaboration and OKR-focused projects.
2. Participates in various operational and organizational projects using Agile project management processes and staff, including budgeting, annual audit, open enrollment, staff retreat, etc.

Technology

1. In collaboration with the Director of IT, ensures Care Net implements the use of technology to accomplish mission objectives.
2. Identify, recommend, and implement new processes / technologies, and systems to improve / streamline organizational processes and use of resources and materials.

Other Duties as Assigned

Conference and Other Events

1. Travels to and performs duties, as assigned, at the Care Net annual conference.

Requirements:

1. Is a committed Christian who demonstrates a personal relationship with Jesus Christ as Savior and Lord.
2. Keeps Christ central in our individual and corporate lives and shares the Gospel of Jesus Christ. Attends and participates in daily staff devotions, regular prayer and fasting.
3. Possesses a strong commitment and dedication to the pro-life position and related sexual purity/health issues.
4. Experience in managing and developing professionals.
5. In-depth knowledge of Care Net's processes, policies and administrative functions.
6. Exceptional communication skills, both in writing and orally, to a variety of stakeholders (direct report staff, senior managers, outside vendors, board of directors).
7. Significant knowledge of non-profit financial reporting and accounting principles.
8. Agrees with Care Net's Statement of Faith and Mission/Vision and will seek to conduct him or herself according to the Core Values and Employee Conduct Policy.
9. Holds a bachelor's degree with at least three years of experience in senior management. Master's degree preferred.

Location: This is an on-site position in Lansdowne, Virginia. Relocation costs may be included for the right candidate.

Seniority level

Mid-Senior level

Employment type

Full-time

Job function

Administrative, Human Resources, and Finance

Industries

Non-profit Organizations