Arab American Family Support Center Hiring for Vice President of Finance & Administration Job at Brooklyn, NY Full Time

JOB TITLE: Vice President, Finance & Administration

EMPLOYMENT TYPE: Full-Time

REPORTS TO: Chief Operating Officer

LOCATION: City-Wide

ABOUT AAFSC:

The Arab-American Family Support Center (AAFSC) is a non-profit, non-sectarian organization established in 1994 to provide culturally and linguistically competent, trauma-informed social services. Across our eight locations, we empower immigrants and refugees with the tools they need to successfully acclimate to the world around them and become active participants in the community.

While we support anyone who walks through our doors, over nearly 27 years, we have developed expertise in serving the Arab, Middle Eastern, North African, Muslim, and South Asian (AMENAMSA) immigrant and refugee communities.

AAFSC works across four priority areas—Promote, Get Ready, Prevent, and Communicate—to achieve our ultimate goal of strengthening families. AAFSC promotes mental and physical wellbeing, food security, healthy relationships, and family reunification. We get our families ready to succeed, work, and lead productive lives. We prevent domestic violence, child abuse, and neglect by counseling families, offering case management services to victims of violence, and cultivating healthy relationship skills in young people. Finally, AAFSC communicates the needs of the marginalized, amplifying their voices for increased impact.

JOB SUMMARY:

The Vice President, Finance & Administration will partner with Executive Leadership to build out the strategy, infrastructure, and systems to accommodate recent and anticipated expansion. This includes providing the guidance and resources needed for us to achieve impact at the highest level internally and externally; identifying and implementing best practices related to staff recruitment, hiring, development, and retention; creating the climate and structure needed to ensure communication, integration, and alignment across the organization; and ensuring that robust finance, technology, and human resources systems and practices are in place to support us as we move forward. This position will be a part of the senior management team that drives the overall strategy for the organization and represents AAFSC on a local, regional, and national basis. The Vice President, Finance & Administration will develop and hold deep knowledge of the agency’s finances, human resources, and overall operations. They will work directly with the Executive Leadership to ensure alignment between all programs and services in light of the strategic vision of the organization.

The Vice President, Finance & Administration is an experienced financial leader who provides both strategic and day-to-day partnership across the organization to ensure strong financial management and literacy, and organizational agility, impact, and scale. This role oversees accounting systems and processes, risk, reporting and audit activities; leads the annual budgeting process; and develops and refines the organization’s financial systems and processes in partnership with Executive Leadership. The Vice President assures the financial viability of the organization by strengthening and overseeing the fiscal management systems needed to support current and future growth while maintaining the organization’s internal control structure. Critical to success in the role, the Vice President must

effectively balance compliance requirements and program needs.

A successful person in this position will be a thoughtful leader who brings deep demonstrable experience and skills in nonprofit operations, growth, and risk management; financial forecasting and oversight; infrastructure and systems development and integration; Human Resources; IT integration; and personnel management. They will be a roll-up-your-sleeves kind of person who values the importance of both micro and macro level thinking. This person will be organized, have high attention to detail and will have the capacity to thrive under pressure while working on multiple projects. A commitment to immigrant, refugee and low-income communities is essential for success in this role.

FINANCIAL AND OPERATIONAL OVERSIGHT

The Vice President, Finance & Administration will apply their leadership and professional knowledge and technical expertise to ensure fiscal and operational excellence, including:

• lead budget forecasting and long-term financial and sustainability planning in collaboration with the President & CEO, COO, Resource Development, and team leads;

• create models, reports and other tools that enable staff, Board of Directors, and executive leadership to make sound, data-driven financial decisions;

• develop and refine financial systems and processes that will help teams across the organization work collaboratively and effectively while optimizing the use of grant funds;

• bring a strategic, high-level perspective to AAFSC’s fiscal management which entails producing financial statements, overseeing compliance with government contracts and grants, and managing accounts receivable and payables;

• advise and support the CEO, COO and leadership team on all financial planning and decision- making;

• supervise, manage, and evaluate Fiscal staff, Operations staff, and IT consultant delegating responsibilities and providing for cross-training and professional development where needed;

• provide fiscal analysis and strategy for special projects and program expansion;

• lead the optimization of systems and procedures to ensure that reliable finance data, information, and knowledge are accessible in as close-to-real-time as possible to key decision- makers throughout the organization;

• support grant, annual and multi-year budget processes, ensuring that activities are forecasted and reported appropriately, and that variances are tracked, explained, and reported on a monthly basis;

• oversee the business development function by reviewing cliff-funding analysis, pipeline, start-up costs, and other key performance indicators;

• lead audit preparations and manage the ongoing relationship with external auditors to ensure compliance with all regulatory requirements;

• liaise with the Resource Development team to ensure timely receipt of all pledge payments and ensure donor restrictions are adhered to and correctly reflected in financial statements;

• responsible for effective day-to-day accounting for grants, general accounting matters, payroll, and financial operations;

• maintain accurate books and financial reporting, in a precise and timely manner;

• collaborate with Senior Leadership to ensure budget versus actual and reforecast reports are accurate;

• monitor expenditures and manage cash flow;

• work to strengthen the organization’s internal controls and streamline fiscal processes to

protect AAFSC’s financial and physical assets and prudently manage its resources;

• prepare financial schedules for senior leadership, Audit & Finance Committees, and the Board of Directors;

• coordinate annual audit, including preparing annual audit schedules for the external auditors and preparing annual audited financial statements;

• prepare IRS Form 990, CHAR 500 and other required government filings;

• review bank and credit account reconciliations;

• responsible for determining credit card usage and employee reimbursements are within compliance of internal policies;

• review the New York State sales tax and organization’s lobbying filings;

• prepare all required invoices, vouchers, and financial reports;

• maintain effective and coordinated budget monitoring processes;

• analyze financial data to seek cost improvements;

• oversee an accurate, efficient and timely monthly close;

• monitor financial laws and regulations impacting non-profit organizations, maintain fiscal compliance and internal controls across all areas of responsibility, and recommend processes and strategies to meet legal and policy requirements;

• provide effective policies, practices and tools to improve financial operations, including effective budgeting processes to better align resources with strategy, and enable visibility into and effective management of revenue and spending;

• maintain oversight and compliance of all external financial reporting and ensure that internal reporting metrics and processes are tied to the strategy and operations of the organization;

• ensure that effective internal controls are in place and functioning as intended to ensure compliance with GAAP and applicable federal, state and local regulatory laws and rules for financial and tax reporting;

• Manage the organization’s banking and fiduciary relationships;

• work with President & CEO, Board Members, and other stakeholders, if any, to oversee investment strategy;

• partner with Resource Development & Impact Evaluation to create benchmarks and dashboards to measure progress and keep staff and Board informed;

• provide overall strategy and oversight to ensure effective coordination of operations services, systems, policies, and procedures;

• oversee office spaces, leases, contracts, insurance, audit, and vendor selection;

• stay abreast of laws that govern 501 (c) 3 operations and oversee compliance;

• identify & manage threats and opportunities; develop risk management protocols.

ORGANIZATIONAL GROWTH PLANNING AND CAPACITY BUILDING

As we expand and grow, the Vice President, Finance & Administration will:

• ensure adequate infrastructure and systems to support our growth in size and complexity;

• assess our current tools, policies, systems, and practices as they relate to administrative, finance, Human Resources, and technology strengths and needs;

• introduce a capacity building plan that includes recommendations, resources needed and strategic allocation of resources, and a timeline for implementing;

• play a critical leadership role in our annual organizational-wide strategic planning process;

• ensure that infrastructure and other agency resources are aligned with and enhance the capacity of our staff and programs to perform their work effectively and efficiently.

HUMAN RESOURCES IMPLEMENTATION AND DEVELOPMENT

Develop a well-rounded HR function fully aligned with AAFSC’s values, including work on diversity,

equity and inclusion, to help us meet current growth and prepare for more.

• plan for evolving staffing needs in collaboration with the Deputy Director of Programs & Implementation and Executive Leadership;

• lead diversity, equity and inclusion work in partnership with Deputy Director of Program & Implementation and Executive Leadership, utilizing an equity lens to assure commitment and application of AAFSC’s equity values with internal staff, external partnerships, and the communities we serve;

• recommend staff recruitment, hiring, onboarding, and retention practices and tools that align with our vision and values and that support best practices, and implement them;

• review and maintain employee handbook and ensure personnel policies and practices are both current and compliant with changing Federal, State, and local labor laws;

• assess and recommend optimal internal staffing or outsourcing structure for HR functions;

• research and recommend a competitive employee compensation structure and review it annually;

• provide guidance on HR matters and seek outside legal counsel when needed.

SENIOR LEADERSHIP:

Along with all members of the Executive Team, the Vice President, Finance & Administration will step into leadership in all ways as needed, and will:

• serve as high-level strategic thought partner and advisor to the President & CEO, Board, and Chief Operating Officer as requested;

• step-in as needed during the President & CEO or Chief Operating Officer’s absence;

• troubleshoot reassignment of duties and functions when staff transition;

• serve as a key member of the Executive Team with shared responsibility for achieving the

organization’s vision and goals;

• inform and advise the team on financial and operational health, and growth management and trajectory;

• collectively explore opportunities that strengthen and/or challenge our capacity and resources;

• participate in & lead staff retreats and meetings;

• represent the organization externally as requested at key meetings with allies and funders.

AMBASSADOR & CHAMPION

• Every AAFSC team member serves as an ambassador of the organization and champion of

AAFSC’s mission, vision and values. This includes the following:

o Cultivate relationships on behalf of and in support of the organization in partnership with Senior Leadership and the Resource Development team. This includes being sensitive to and aware of others, providing every client, partner and participant with high-quality service, professional communication, and follow through, and always keeping Senior Leadership and the Resource Development team aware of any opportunities, challenges, or updates.

o All team members are expected to support the Resource Development team with any requests in a timely manner, including, but not limited to: grant applications, reports, attendance at meetings, hearings, or other events, and sharing of AAFSC social media, flyers, and other externally-facing communications.

o Demonstrate a willingness to respond to evolving community needs, including, but not limited to, making referrals in light of community needs, supporting with the development of and implementation of new initiatives or programming, and, raising awareness of new or evolving needs.

o Always act with integrity, positivity, dedication, and professionalism within the office and externally. This includes, but is not limited to, email communication, verbal communication, communication with colleagues and peers, communication with clients, or communication with external partners or agencies.

QUALIFICATIONS AND QUALITIES OF OUR IDEAL CANDIDATE:

• At least 7 years of combined executive/senior level experience as a COO/CFO, Director of Operations, Executive, Deputy, or HR Director w/ operations functions; or equivalent;

• Master’s degree or equivalent graduate degree;

• Experience leading the development of collaborative, cross-functional teams with the proven ability to coach and inspire the leadership capacity of team members;

• Strong people management, training, and supervision experience, including knowledge of professional development systems and practices;

• Excellent planning, forecasting, strategic thinking, analytical and problem-solving skills;

• Deep experience in guiding organizational growth; overseeing and/or directing nonprofit finance, operations, and HR functions; and managing compliance w/ laws that govern non- profits;

• Experience with federal, state, and city government contracts as well as foundation and corporate grants.

• Successful leadership and management of fiscal functions, leading to organizational growth and impact.

• Track record of optimizing fiscal processes and achieving productivity and efficiency improvements.

• Superior project and time management skills, and ability to meet deadlines effectively and consistently.

• Working knowledge of financial and accounting systems, including Sage Intacct, Bill.com, Tallie, etc.;

• High degree of ease utilizing Microsoft Office as well as project management software and tools;

• Excellent interpersonal and written and verbal communication skills;

• Ability to adapt, self-manage, and to prioritize between and manage multiple demands;

• An earned reputation for being trustworthy, with excellent judgment and discretion;

• Optimistic and resourceful, with strong self-awareness, cultural competence, emotional intelligence, and humility; grounded and flexible with a high degree of integrity and transparency;

• Experience working with our core constituencies and lived experience that reflects our communities is highly desirable;

• Flexibility to work occasional evenings and weekends to manage crises, attend events, or meetings;

• Job contingent on pre-employment background check and fingerprint clearance;