POSITION SUMMARY

The Senior Director of Administration and Finance (“SDAF”) is responsible for advancing the organization’s mission by planning and orchestrating the complex day-to-day administration of the organization. This new position serves to enhance the artistic and programmatic vision of the organization with operational, financial and human resources systems. This position is a significant opportunity for an experienced professional to maximize and strengthen the internal capacity of a well-respected and growing organization. Coming into Gibney Dance during a period of extraordinary growth and change, the SDAF supports an organization that has maintained a steadfast commitment to its core values of inclusivity, innovation, collaboration, entrepreneurship and connection to community.

The SDAF is a strategic thought-partner reporting to the Artistic Director and CEO Gina Gibney (“AD/CEO”) and works closely with the senior leadership team. The SDAF manages the full administrative staff, including Operations Staff (Operations & Facilities Manager, Operations Associates; Finance Staff (Part-Time Controller, Senior Finance Manager, Finance Associate, and Part-Time Finance Assistant); Rental Business Development Staff (Director of Earned Income Initiatives, Rentals Manager, Rentals Assistant); and Human Resources Staff (Human Resources Staff Liaison).

PRIMARY FUNCTIONS

The SDAF provides guidance and direction to a growing staff, develop adequate infrastructure to support programmatic goals, and generally guide the organization through continued growth. The SDAF oversees all administrative and financial functions of the organization. Working in a highly entrepreneurial environment, the SDAF oversees strategies to increase earned revenue and build the organization’s balance sheet and overall financial health.

At the same time, the SDAF keeps a sharp eye on mission, and ensure that the organization strikes a balance between service to the field and sustainability. The SDAF develops, implements and monitors yearly and long-term financial models and budgets, and nurtures the entrepreneurial spirit of the organization, while maintaining rigorous financial management practices and a high degree of organizational stability. The SDAF ensures that the requisite funds are available to support both growth and qualitative development of artistic and community-based programs and services.

The SDAF is a strategic and participative manager and leads and develops internal teams to support the following areas:

·       General Administration and Operations
·       Financial Management
·       Rental Business Development
·       Staff Management and Human Resources

RESPONSIBILITIES

General Administration and Operations

The SDAF has primary responsibility to oversee, direct, and organize the work of the Operations & Facilities, Finance and Human Resources teams. The SDAF is responsible to:

·       Promote organizational cohesiveness during growth and expansion and cultivate and environment of cooperation, communication, and inter-connection among departments and program areas

·       Promote a culture of high performance and continuous improvement that values learning and a commitment to quality.

·       Ensure staff members receive timely and appropriate training and development.

·       Establish and monitor staff performance and development goals, assign accountabilities, set objectives, establish priorities, conduct annual performance appraisals, and administer salary adjustments.

·       Mentor and develop staff using a supportive and collaborative approach: assign accountabilities; set objectives; establish priorities; and monitor and evaluate results.

Oversee administrative functions as well as facilities to ensure efficient and consistent operations as the organization scales

·       Coordinate long-term organizational planning

·       Ensure that the operational and facilities needs of a robust roster of programs are met

·       Review and negotiate contracts in consultation with a pro bono General Counsel and legal team

·       Work closely and transparently with all external parties, including third-party vendors and consultants

·       Act as primary liaison with Gibney Dance’s landlords (and subtenants) lease-related issues

Financial Management

The Senior Director of Finance and Administration has primary responsibility for ensuring that the CEO and Board of Directors have access to timely and accurate financial data and analysis and implementing the organization’s financial strategy. This area of responsibility includes:

·       Provide fiscal and organizational leadership, including guidance to all department heads to maximize staff effectiveness and productivity

·       Supervise Gibney’s treasury function and manage all external banking and investment relationships

·       Supervise payroll and manage the relationship with payroll service (currently ADP) and supervise and streamline the flow of data from the payroll service into the accounting software

·       Supervise the finance team to ensure that all finance processes are carried out smoothly and effectively. Actively supervise Gibney’s outsourced controller

·       Collaborate with AD/CEO and senior staff to develop annual budgets and cash-flow projections for Finance Committee review and approval; administer and review all financial plans and budgets; monitor progress and changes and inform senior staff of the organization’s financial status

·       Monitor the budget and business plans and guide the organization toward financial health; analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments; and oversee all financial, program/project and grants accounting

·       Monitor the organization’s financial position and make recommendations to the AD/CEO; manage organizational cash flow and forecasting

·       Implement a robust contracts management and financial management reporting system; ensure that the contract billing/collection or payment schedules are adhered to and that financial data and cash flow are steady and support operational requirements

·       Update and implement all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual

·       Effectively communicate and present the critical financial matters to the Board of Directors; coordinate and lead the annual audit process, liaise with external auditors and the finance and audit committees of the Board of Directors

Rental Business Development

Gibney Dance’s signature Earned Income Model utilizes income from premium rentals and other sources to self-subsidize affordable space and programming for the nonprofit community.  Earned income is vital to the organization’s overarching business plan, and in FY18 will constitute over 65% of the operating budget. The SDAF plays a vital role in ensuring that strategic targets are met, and that the organization is reaching its full potential in this area. Specific responsibilities include:

·       Provide high-level supervision to the Rental Business Development team

·        Work the Director of Rental Business Development to use shape an overarching space utilization plan that uses resources strategically and in support of mission

·       Monitor important earned income goals. Track progress toward budget goals and ensure that the organization is meeting its earned revenue potential

·       Analyze data from earned income channels to improve performance and refine the Earned Income Model.

·       Work with the Director of Rental Business Development to develop new strategies, or improve existing practices

Staff Management and Human Resources

The SDAF reviews management team roles and responsibilities with the AD/CEO periodically and makes recommendations regarding the most efficient and effective operating structure.

The SDAF is responsible to:

·       Further develop Gibney Dance’s human resources and administration, enhancing professional development, compensation and benefits, performance evaluation, training and recruiting

·       Hire, train and supervise administrative staff, mobilize volunteers and oversee the effective use of financial and technological resources needed to achieve the organization’s goals and objectives; ensure that recruiting process are consistent, streamlined and equitable

·       Evaluate human resource policies, practices and procedures with appropriate Board input to ensure that GD complies with state and federal employment laws and regulations

·       Establish and manage a comprehensive training program to education employees regarding staff tools, policies and procedures

·       Establish an administrative environment and decision-making process that promotes a positive working atmosphere and collegial staff relations; is responsible for developing and enforcing policies and procedures that ensure employee safety, welfare, wellness and health

·       The SDAF works to create an employee-oriented company culture that emphasizes quality, continuous improvement, high performance and ongoing personal development.

 

QUALIFICATIONS AND EXPERIENCE

The model SDAF candidate will possess the following experience and qualifications:

·       Minimum of a BA, ideally with an MBA, or related degree

·       At least 8-10 years of overall professional experience; ideally 6 or more years of broad financial and operations management experience

·       Experience of final responsibility for the quality and content of all financial data, reporting and audit coordination for either comparable organization, and has overseen the operation of a facility and has experience with earned income management

·       The ability to execute strategic direction[PR4] , implement business plans, and engage and activate all constituencies

·       A proven track record as a clear and effective communicator and compelling spokesperson for Gibney Dance with constituencies, both internal and external

·       Technology inclined with experience selecting and overseeing software selection and implementation; strong knowledge of accounting and reporting software

PERSONAL CHARACTERISTICS

Gibney Dance’s SDAF will be:

·       Committed to Gibney Dance’s artistic mission, with an informed devotion to the performing arts field

·       A clear and confident leader who inspires others to do their best work

·       A broad-minded person with a demonstrated commitment or openness to programs that serve the broader community

·       A strategic thinker who can guide an organization that has grown rapidly and is positioned for continued expansion

·       A strong leader who is willing to listen to and account for a diversity of opinions and approaches

·       A disciplined and decisive individual; a multi-tasker with the ability to wear many hats in a fast-paced environment

·       A successful track record in setting priorities; keep analytic, organization and problem solving skills which support and enable sound decision making

·       An individual with excellent communication and relationship building skills and an ability to prioritize, negotiate and work with a variety of internal and external stakeholders

·       An individual who possesses qualities of integrity, dedication, determination and warmth

·       An individual who is prepared to work in close partnership and as a second in authority to the organization’s AD/CEO, who sets the strategic and programmatic course for the organization

 

APPLICATION GUIDANCE NOTES                                                              

Posting Date: May 23, 2017

Deadline for submissions is June 15, 2017, however prompt submission is strongly encouraged.

To be considered for the position, please email the items below in one PDF-formatted file with your name as the filename to SDAF@gibneydance.org.  Include “Senior Director of Administration & Finance” as the email’s subject line. Submissions must include:

(1) A substantive cover letter including the following information: your interest in the position and the organization, evidence of the required experience (as outlined in the job description under “Qualifications and Experience”), the date you are available to start, and contact information for three professional references.

(2)  A résumé outlining your educational and professional experience and salary history.

(3)  An example of a piece of work you are proud of – such as a writing sample, financial report, proposal, or presentation. Please provide context for the sample, including the motivation for the work and why it was a source of pride for you.

All expressions of interest and conversations will be held in the strictest confidence; references will not be contacted without the candidate’s permission. Incomplete submissions will not be considered nor will submissions sent via postal mail or fax. No calls please.

Prospective applicants are strongly encouraged to review our website at www.gibneydance.org before submitting materials for consideration. Gibney Dance will not consider submissions from applicants that do not have the required experience. Gibney Dance will not consider submissions through employment agencies or online services.

Diversity and Data Protection

Gibney Dance is an equal opportunity employer. 

We do not unlawfully discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), national origin, ancestry, age, physical or mental disability, legally protected medical condition, family care status, veteran status, marital status, sexual orientation, gender identity, genetic information or any other basis. Gibney Dance welcomes applications for a broad range of qualified individuals, and we actively seek to ensure diversity and inclusivity in our workforce. All applicants and employees receive equal and fair treatment.

Your application materials will be held securely and access limited only to those involved in the recruitment process.  Your application form will be kept on file for three months after the closing date and destroyed no later than six months after the closing date.

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