Position Overview

This position serves as an essential leader for the association across areas of operations and administration, finance and accounting, and IT, in line with the organization’s mission and core values. The position demands the ability to function as an individual expert with the ability to successfully delegate to and manage multiple external vendors, and potential contractors and staff. This role demands both the ability to establish and guide strategy and the daily management of finance, operations, and administrative tasks, including:

• Business operations and administrative functions
• Financial and accounting management and reporting
• Regulatory compliance
• IT management and planning

 Operations & Administration

• Collaborate with CEO and other association leaders to develop and drive operational strategies and initiatives to achieve operational excellence
• Evaluate current processes and establish a yearly plan for operations, using an objectives and key results (OKRs) and key performance indicators (KPIs) model
• Conduct oversight for purchasing, contracting, and asset management, ensuring cost-effectiveness and operational efficiency
• Manage and oversee all business-to-business contract development and management in support of product sales, including working closely with external legal counsel to refine and optimize contracting process for optimal efficiency
• Manage association vast trademark process, working with external legal firm
• Manage administrative functions, including overseeing office management responsibilities, managing travel agency contracting and travel needs, office space leasing, office supplies ordering, insurance coverage, office mailbox and postal accounts, and offsite and onsite storage inventory; maintain all organizational records
• Ensure all legal and regulatory documents are filed, reported, audited, and in compliance with laws and regulations for the organization
• Participate in association governance activities through financial and operational reporting and updates

 Financial Management & Accounting

• Lead financial management and accounting, ensuring excellence through internal financial controls and compliance with not-for-profit regulatory requirements; manage existing contractor and/or evaluate the need for additional FTE
• Oversee external accounting firm for management of all fiscal operations including accounts receivable, accounts payable, payroll, billing and collections, purchasing and general accounting, including the maintenance of effective systems of general accounting and billing. Conduct monthly and year-end closing processes
• Define, develop, and implement association financial strategies, policies, and procedures to support organizational growth and sustainability; implement internal financial controls and ensure compliance with regulatory requirements
• Work with internal and external constituencies, including auditors, investment firms, insurance brokers, legal counsel, vendors, and others to manage the organization’s financial and business operations
• Attend the Board of Directors and Finance Committee meetings
• Prepare for and manage through completion the annual audit; oversee and direct the preparation and issuance of all regulatory reports
• In collaboration with departmental leads, prepare the annual budget and department budgets; monitor departmental budgetary performance
• Monitor philanthropic funding to ensure compliance and appropriate reporting
• Working with association Finance Committee and investment partners, monitor investment strategies in line with approved policy to ensure the organization has sufficient reserves and solvency
• Oversee long-term financial planning and forecasting to ensure sustainability and resilience
• Lead the development and management of the organization yearly budget; work hand-in-hand proactively with functional departments to develop, manage, and monitor yearly budgets; report on financials through both “dashboard” and detail approaches
• Collaborate with departmental leaders to develop and implement strategies to grow revenue and diversify income streams, including non-dues revenue
• Ensure the highest level of ethics is employed in accounting operations and decision-making

IT Infrastructure Management 

• Manage external vendor and conduct oversight for day-to-day IT support function, including maintaining staff workstation inventory, overseeing Microsoft license agreement and license management, SharePoint optimization, and managing business continuity and incident response plans
• Develop the organization’s needs-based assessment for internal technological infrastructure in line with the organization’s budget
• Lead efforts to modernize and streamline systems and platforms to enhance efficiency and reduce administrative burden
• Oversee prioritization and implementation of IT projects in collaboration with departments

Qualifications, Skills, Knowledge

• Bachelor’s degree in business administration, accounting, or related field
• 10+ years of experience in organizational or association operations, with nonprofit experience preferred
• Significant knowledge or experience in non-profit accounting, including compliance and reporting; deep understanding of financial regulations, accounting principles and compliance requirements for non-profit organizations
• Knowledge of the principles of financial management sufficient to direct professional staff and coordinate all aspects involved with fiscal requirements
• Knowledge of financial and budgetary practices to develop annual budget, analyze financial data and patterns, and prepare financial statements
• Demonstrated experience in vendor and partner management, and associated contracting processes and management
• Ability to function in small organization, demonstrating comfort with both doing and leading
• Knowledge of membership-based revenue, operating, and accounting models
• Demonstrate the association values at all times; conduct all aspects of the job with integrity and in an ethical manner
• Knowledge of various technological platforms, including, but not limited to Human Capital Management (HCM), Customer Relationship Management (CRM), Association Management System (AMS), Content Management System (CMS), and Learning Management System (LMS)
• A resourceful, proactive, and results-oriented leader, adept at planning, prioritizing, organizing, analyzing, and exhibiting a high degree of initiative and follow-through