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Senior Director – Finance & Operations

 

First Up is partnering with Bob Madonna (Diversified Services LLC) on a search for a Senior Director of Finance & Operations to lead the financial and operations efforts of a nonprofit in Philadelphia, PA that has been serving the community for over 50 years.

A child’s first eight years are a crucial time in their educational development. That’s why First Up works directly with early childhood educators and professionals. We provide them best-in-class training, specialized for their needs, and offer affordable technical assistance to ensure that organizations run effectively.

Over the last 50 years, First Up has made many significant, positive impacts on the Early Childhood Education (ECE) sector in Southeastern Pennsylvania. Our technical assistance team has helped hundreds of early childhood programs reach national accreditation standards. Our advocacy team has created a statewide grassroots advocacy network that has grown to more than 3,000 individuals and organizations working each day to influence public policy.

By supporting the continual improvement of ECE professionals and organizations, First Up has become the Greater Philadelphia Region’s most trusted partner and advocate for high-quality early childhood education.

This distinction enables us to create new connections with government officials, partners, and funders to establish a collaborative network dedicated to improving the education of our youngest learners, today and every day to come.

Reports to: Executive Director

Postion Status: Full Time, Exempt

Position Objective:

The Senior Director of Finance & Operations (Senior Director) provides strategic, forward-thinking insight and leadership in the areas of finance, facilities, operation, HR, and information technology. They oversee management and strategic decision-making and financial outcomes with the Board of Directors, and the Executive and Senior Leadership Teams of First Up. They will ensure the appropriate and adequate stewardship of First Up assets and mitigation of risk to ensure the efficient and safe delivery of First Up’s purpose, enriching communities, one client at a time.

Using their strategic-thinking and professional insight, this individual can identify, research, select, and champion the implementation of large projects and initiatives that transcend across teams and programs and sustain the desired change over time. They are a change leader who seeks and finds ways to modernize and streamline processes while ensuring the teams under their responsibility maintain a customer-centered approach. Key Performance Indicators are used to help determine if all departments are making an impact, demonstrating value, managing resources, and focusing on improvement efforts.

The Senior Director of Finance & Operations reports directly to the Executive Director. They will use data to empower other executive leaders and the Board of Directors in their decision-making process. Their ability to analyze industry and economic trends, as well as shape strategy and direct annual priorities within the finance, facility, operations, HR, and information technology teams are critically important.

The Senior Director will have the opportunity to evaluate current strategies, consolidate strengths, and develop a finance and operations plan for the present and the future.

If you want to make a significant difference in the community and have a passion for improving the lives of children by ensuring every child from birth to age eight has access to the highest quality care and education, consider joining the First Up team.

First Up envisions a society in which early childhood professionals are highly skilled and valued; families have the knowledge, capabilities, and resources to guide their children’s learning; and every young child has a quality start that lasts a lifetime.

We empower and equip early childhood professionals, families, and other adults influential in young children’s lives through training, coaching, and advocating to positively impact educational and developmental outcomes for young children.

Key Responsibilities:

  • Work closely with the Board of Directors, Executive Director, and Senior Leadership Team to assist First Up in fulfilling its mission.
  • Work across all teams to ensure First Up’s strategic plan becomes operational.
  • Provide professional staff leadership to the Finance Committee of the First Up Board of Directors. Attend and actively participate in Board of Director’s meetings as well as any appropriate ad hoc and subcommittees of the Board of Directors.
  • Maintain assigned external relationships including federal, state, and other partners.
  • Manage all financial, project/program, donation, and grants accounting.
  • Provide oversight and control of investment policy compliance, the system of internal control, and other accounting procedures.
  • Lead annual budgeting and planning process in conjunction with the executive leadership team. Administer and review all financial plans and budgets; monitor progress and changes and keep the Board and senior leadership team abreast of the organization’s financial status.
  • Ensure the delivery of timely and accurate monthly, quarterly, and year-end financial reports for the Board, Executive Management, and other organizational stakeholders.
  • Ensure First Up is prepared for all audits and regulatory reviews and that all filing requirements (e.g., tax) are met in all operational states or at the federal level ahead of deadlines.
  • Supervise a team of seven, (7) employees (including 2 direct reports) along with outside contractors and provide leadership and support as needed.
  • Develop and maintain billing policies and procedures to ensure compliance with regulatory requirements.
  • Ensure that First Up is adhering to Generally Accepted Accounting Principles, (GAAP) and financial accreditation standards.
  • Create and implement policies and procedures to strategically manage assets and resources of First Up, including the use of outside consultants or outsourced operations as needed.
  • Provides oversight of capital expenditures, including identification, prioritization, and implementation schedule of projects.
  • Provide oversight and management to the risk management functions of First Up related to commercial lines of insurance and business continuity.
  • Lead the overall strategy and vendors overseeing optimization of revenue cycle operations, systems, policies and procedures, charges, claims processing, and self-pay collections.
  • Meet with key customers and strategic industry partners to build relationships.
  • Drive profitability of the P&L and execute the overall business plan to reach goals.
  • Identify challenges, develop solutions, and remove operational barriers to success.
  • Coordinate the preparation of financial statements, financial reports, special analyses, and information reports.
  • Continually improve the timeliness and accuracy of the organization’s cash flow and management of the billing and collections process and month end, quarterly and year end closings.
  • Ensure compliance with all tax reporting requirements including income tax, and employment taxes.
  • Provide timely, accurate analysis of budgets and financial reports to assist the Executive Director and other executives with their responsibilities.
  • Oversee completion of timely annual audited financial statements.
  • Evaluate and advise on the financial impact of long-range planning, introduction of new programs/strategies and regulatory action.
  • Optimize the handling of bank and deposit relationships and initiate appropriate strategies to enhance cash position and manage cash flow investment risk and yields.
  • Develop a reliable cash flow projection process and reporting mechanism that includes minimum cash threshold to meet operating needs.
  • Be an advisor, from a financial perspective, on any contracts the organization may enter.
  • Update and implement all necessary business policies and accounting practices and periodically update the organization’s accounting manual.
  • Direct the management of grants reporting, compliance, and reconciliation.
  • Manage, oversee, process (as appropriate), and act as back-up for processing all of the following transactions: payroll, accounts payable, accounts receivable, revenue and expense, fixed assets, cash, bank reconciliations and allocations.
  • Oversee and lead month-end closing procedures, including overhead allocations, account reconciliations and updating schedules.
  • Perform other financial-related duties as required.
  • Become an active part of the development team, helping create and implement fundraising strategies/campaigns, and also writing/editing proposals as needed; as assigned, this includes identifying and cultivating relationships with donors/sponsors to secure financial support.
  • Manage and optimize internal processes to enhance productivity, streamline workflows, and improve operational efficiency to ensure programmatic success.
  • Oversee staff/programs, as assigned, and improve programmatic accountability systems, as needed, while also working with program managers to ensure coordination of initiatives.
  • Implement recruitment and onboarding process for new staff; organize training for all staff; and help the Executive Director, reward, incentivize, and develop staff.
  • Evaluate vendor and contractor relationships to ensure effective utilization of resources.
  • Oversee and lead annual budgeting and planning process in conjunction with the leadership team.
  • Work with senior management to assure a dynamic, team-focused culture that encourages and respects multiple perspectives and sets clear organizational goals.
  • Manage relationship with outside corporate and not-for-profit counsel.
  • Review all contracts and agreements and seek outside legal advice when needed.
  • Proactively escalate any issues that may require legal support.
  • Regularly monitor potential situations that may result in financial or reputational risk.
  • Work closely with its outside insurance broker to create annual risk management plan and secure appropriate levels of insurance coverage.
  • Oversee organization-wide technology systems and digital security.
  • Identifies and champions opportunities for streamlining and improving technology, including integration across applications, workstream efficiencies, and internal communication platforms.
  • Ensures that there are updated operational policies, systems, resources, and training for security, safety, and emergency protocols.
  • Oversees virtual and physical office administration, safety and accessibility of

Qualifications

  • Strong leader, willing to share information and serve as a mentor.
  • Participate in the organization's development plans and programs as a strategic partner.
  • Provide strategic financial input and leadership on decision-making issues affecting the organization (i.e., growth, new markets, and evaluation of potential alliances, employee benefits, retirement plans, and investments).
  • Strategic thinker who possesses solid business acumen and can organize and manage multiple priorities.
  • Exceptional verbal and written communication skills and the ability to interact effectively with others, both internally and externally.
  • Excellent time management skills with the ability to perform multiple tasks and meet critical deadlines while maintaining accuracy and quality.
  • Proven ability to make complex and time-sensitive decisions in the best interests of the organization.
  • Ability to navigate through complex financial situations to maximize results.

Education/Relevant Work Experience

  • Bachelor’s degree in accounting.
  • A minimum of 8 years in a financial leadership role managing people.
  • Five plus years of non-profit accounting and operations experience.

Organizational

  • Adheres to the organization’s mission, vision, and values.
  • Adheres to the organization’s policies regarding time and attendance.
  • Complies with accepted dress code and maintains a professional image.
  • Demonstrates reliability and trustworthiness.
  • Manages time and other resources to meet established goals within the agreed upon time frames.
  • Demonstrates flexibility in the acceptance and completion of work assignments.
  • Participates in the department’s performance improvement activities.
  • Maintains consumer/employee confidentiality in the management of information.

Experience

  • 3 or more combined years of early education or advocacy experience.
  • Demonstrated strong ability to work effectively under pressure to meet critical deadlines.
  • Demonstrated strong ability to work independently and as a member of a team.
  • Demonstrated excellent problem-solving skills.
  • Demonstrated ability to influence diverse stakeholders.
  • Evidence of strong communication and presentation skills.

Location

First Up operates in Philadelphia, PA. Administrative offices are at 1608 Walnut Street, Suite 300 Philadelphia, PA 19103.

Compensation

The annual base salary for this role ranges from $110,000 to $130,000 based on experience.

Benefits

  • Health, dental and vision coverage starting on day one of employment.
  • 403(B) plan up to 5% match contribute by First Up with no vesting.
  • Flexible spending accounts
  • Life insurance, (First Up pays the premium)
  • Short Term Disability, (First Up pays the premium)
  • Long-term disability, (First Up pays the premium)
  • Workers Compensation Insurance, (First Up pays the premium)
  • Vacation - accrue 3 weeks’ vacation the first year with increases based on years of service.
  • Sick time – accrue 4 hours per month, (6 days per year)
  • 2 personal days per year
  • Paid time off for bereavement, jury duty, and parental leave
  • 14 company-paid holidays
  • Up to $1,000 in personal development funds and other paid professional opportunities.

Application Process

First Up is conducting this search in partnership with Diversified Services LLC. Bob Madonna is leading the efforts. Confidential recommendations, nominations, or personal inquiries may be sent to him (bobmadonna@verizon.net).

Employment Opportunities and Conditions

First Up is an Equal Opportunity Employer and is committed to the principle of equal employment opportunities for all employees and applicants and prohibits discrimination and harassment of any type without regard to race, color, religion or belief, age, sex, national, social or ethnic origin, disability status, HIV status, family medical history or genetics, protected veteran status, sexual orientation, gender identity and/or expression, marital, civil union or domestic partnership status, family or parental status or any other characteristic protected by federal, state or local laws.

All applicants are required to obtain a Pennsylvania Child Abuse Clearance, Pennsylvania Criminal History Report and FBI Criminal History Report.

 


 

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