Vice President of Finance and Administration

Vice President of Finance
and Administration

Position Overview

The vice president is a key senior staff leader within the foundation integral to achieving organizational goals set by the foundation’s president and board of directors. Specifically, the vice president serves as a senior advisor to the president on matters pertaining to strengthening foundation capacity to achieve these goals and achieving maximum operational efficiency and effectiveness during a time of accelerated growth for the foundation. This position works closely with the board of directors, is a member of the senior management team, and directly supervises a team of five including a controller, assistant controller and database manager, information technology manager, and administrative manager.

The vice president oversees all financial, operational and administrative functions including budget planning and accounting, investment and custody services, human resources, information technology and facilities. The vice president serves as an important liaison to board committees and fund holders on issues pertaining to financial affairs and investments. S/he will also maintain relationships with colleagues in the field to ensure state-of-the-art information in these areas of responsibility. The vice president acts on behalf of the president in his or her absence.

Organizational Overview

Berkshire Taconic Community Foundation is a highly professional, energetic community foundation dedicated to building stronger communities through philanthropy and leadership. Founded in 1987 in Salisbury, Conn., Berkshire Taconic serves Berkshire County, Mass.; Columbia and northeast Dutchess County, N.Y.; and northwest Litchfield County, Conn. In all, BTCF serves the residents of 70 towns and three cities across three states, within a 2,200-square-mile region.

In total, BTCF manages more than 500 funds totaling over $150 million in combined assets that together make over $7 million in grants and other awards each year. Like most community foundations, BTCF offers a variety of fund types that allow donors and community groups to build charitable resources and make grants and other awards over time to achieve their philanthropic goals. BTCF has also proactively established funds to address a specific issue in our region or to develop permanent charitable resources to serve a set of communities. This has resulted in the creation and growth of 11 area funds and 33 educational enrichment funds that serve every public school district in our region.

BTCF is a learning organization that embraces a culture of high performance, transparency and flexibility. All staff participate in professional development activities on an ongoing basis and work cooperatively as a team, respectful of one another, the volunteer board that guides the foundation’s work and the nonprofits and donors who are our vital partners in improving lives around the region. More information can be found at www.berkshiretaconic.org.

An Exciting Juncture for Berkshire Taconic

After three decades of growth, Berkshire Taconic Community Foundation is taking deliberate steps to become a more visible and effective leadership organization with local knowledge, clearly defined priorities and readiness and capacity to convene, partner and increase philanthropy in its four-county region.

Starting in 2016, BTCF staff and board conducted a community assessment process to gather viewpoints from a diverse range of area residents. The results highlight key strengths and challenges for the future of this region, which can be explored through data visualizations, multimedia stories, a resident survey and an interactive map on ACloserLook.net.

Through this process, a set of strategic priorities emerged where philanthropy can make a measurable difference: educational attainment, community engagement, economic opportunity and philanthropic stewardship. As a result, BTCF has focused investments in organizational capacity, data-driven strategy development and a greater emphasis on donor engagement and funder partnerships.

Position outcomes

The successful Vice President of Finance & Administration will achieve the following outcomes over time, working with the president, other staff, board and volunteers:

  • Oversee 2019 audit resulting in efficient fieldwork and clean audit findings
  • Oversee internal review of core organizational database (FIMS) and make recommendation for conversion in 2020
  • Develop monthly budget summaries detailing revenue and expenses as tools for foundation management to monitor and adjust operations budget, as needed
  • Develop new tools to market investment program in conjunction with the Investment Committee and investment consultant
  • Become proficient in speaking externally with key constituent groups about goals and performance of investment program
  • Develop long-range facilities plan

Key Responsibilities

This job will include, but is not limited to, the following tasks:

Financial Management

  • Serve as the foundation’s chief financial officer overseeing all financial matters, assuring that the foundation operates within accepted accounting standards and in accordance with all legal requirements, including contract management
  • Communicate accurate financial information on a timely basis, as needed, to the president and the Finance Committee on both short-term and long-term issues
  • Develop and monitor the annual operating budget of $2.5 million and supporting organization’s budgets
  • Oversee quarterly reports to donors, administrative fee management, and spending policy calculations
  • Oversee annual audit and financial reporting to state and federal agencies in compliance with FASB regulations and GAAP
  • Coordinate bank trust matters and stock transfers
  • Oversee management of 7,000 transactions (gifts in range of $10 million and grants of $8 million) annually
  • Support quarterly reporting of the foundation’s dashboard in accordance with the strategic plan
  • Oversee maintenance of accurate financial records including, but not limited to, accounting, payroll, insurance, grants, gifts and investments
  • Supervise the management of back-office functions for $25 million supporting organization including accounting, cash management, investments and audit. Prepare financial reports and present quarterly to supporting organization’s Finance Committee
  • Approve, monitor, and test a system of internal controls to facilitate the safeguarding of the foundation’s assets, including risk management systems
  • Conduct annual overview of insurance coverage and make recommendations for changes
  • Coordinate and guide the Audit and Finance Committees
  • Oversee and report on expenditures of the foundation, including all check signing, asset transfers and expense reports
  • Oversee annual requirements and reporting for BTCF Resources, a wholly owned subsidiary of BTCF

Investment

  • Support the Investment Committee by providing appropriate materials in a timely manner and implementing its policies
  • Maintain communications with the investment chair and investment consultant to guide the committee’s work and to oversee the money managers’ work and monitor their performance
  • Execute all investment-related transactions, including purchases, sales and payments of fees
  • Monitor cash flow requirements to maximize investment returns while providing requisite cash for ongoing operations
  • Work with the investment consultant to produce investment performance reports monthly and deliver them monthly to the committee and quarterly to the board and fund advisors
  • Coordinate, review and collect investment manager documents
  • Monitor compliance with Uniform Prudent Management of Institutional Funds Act

Operations

  • Oversee, in conjunction with senior team, annual review and modification of board-approved policies per multi-year schedule
  • Support president in development of long-range staffing plan
  • Manage the operations of the foundation, ensuring smoothly operating systems and staffing and a healthy and productive work environment
  • Construct and monitor reliable risk management systems, including disaster preparedness
  • Review foundation policies on an ongoing basis and recommend changes and new policies as needed to ensure the foundation is operating responsibly
  • Responsible for ensuring that processes are documented in all departments
  • Facilitates overall problem solving for fund advisors and/or staff
  • Oversee and adjust protocols for staff communication
  • Ensure that the foundation remains in compliance with National Standards for Community Foundations

Facilities

  • Ensure appropriate use, comfort and security of facilities
  • Manage ongoing maintenance of the facilities, including development of capital improvement plans to protect buildings for short- and long-term viability
  • Develop long-term facilities plan and oversee implementation

Human Resources

  • Manage and direct human resources and all personnel matters, including implementation of personnel policies, maintenance of all personnel records, management of personnel costs, implementation of performance evaluations, development and implementation of equitable salary, wage and benefit structure based on periodic market analyses, retirement plan, and recommending changes to the president that will benefit employees and provide efficiencies to the foundation
  • Develop ongoing professional development program that begins with new staff orientation and continues with annual professional development goals for all staff toward the end of fostering skill development and high performance among colleagues and the staff team
  • Manage the employee benefits programs

Information Technology

  • Update and manage the implementation of the IT plan
  • Review and approve all technology advancements, including hardware and software purchases, to enhance the effectiveness of operations internally and externally
  • Oversee data risk management and provide plan for business disruption

Donor Relations and Development

  • Develop and modify fund agreements, as needed
  • Collaborate with chief philanthropy officer to cultivate and secure new agency endowments and district scholarship funds per multi-year advancement plan
  • Develop new tools to market investment program in conjunction with Investment Committee and investment consultant
  • Provide financial reports and analyses as requested to support donor and committee meetings

Assistance to President

  • Assists president on special projects as assigned
  • Represent BTCF through participation in various community activities. Promote the best interest of foundation whenever and wherever possible.
  • Performs the duties of the president in his/her absence

Qualifications

In addition to having a strong financial management background and excellent interpersonal and organizational skills, the vice president must possess:

  • Ability to work successfully as part of a team, supervise staff, and assume independent responsibility
  • Ability to manage multiple priorities and deadlines
  • Working knowledge of investments and portfolio management
  • Ability to facilitate meetings and work well with a wide range of personalities
  • Ability to conceptualize the big picture as well as implement detailed project follow through
  • Ability to foster strong, supportive relationships with donors, nonprofits, peers and colleagues
  • Proficiency with accounting and financial management software, Windows-based word processing, spreadsheets, databases, PowerPoint, email and the internet
  • Excellent oral and written communication skills and ability to express self clearly to both expert and more public audiences
  • Good humor, flexible working style, and ability to remain calm in an active office
  • Accuracy and details are a hallmark of your work
  • Commitment to confidentiality, high standards and professional development
  • Commitment to live in the region served by the community foundation

Experience

Fifteen years of senior finance and operations experience, which includes five years as a CFO. Candidates with director-level finance experience within large, complex nonprofit organizations will also be considered. Candidates with investment management experience are preferred, but this background is not required.

Education

Bachelor of Arts or Bachelor of Science degree in finance or accounting, graduate degree preferred

Compensation

Salary is competitive and commensurate with background, experience, and similar positions in the community foundation field. Benefits include health insurance, retirement, vacation, sick leave, long-term disability and life insurance.

How to Apply

Please submit resume and cover letter to vpsearch@berkshiretaconic.org. No calls please.

Deadlines

Review of resumes will begin on Jan. 30, 2019, and will continue until the position is filled.