Central Administration & Finance Director

Employer: Regina Open Door Society

Location: Regina Open Door Society

Number of positions: 1

Type of positions: Permanent Full-time

Wage/Salary: $64,021.59 annually ($36.48 per hour) - under review


Description

Mission Statement

Staff of the Regina Open Door Society (www.rods.sk.ca) must at all times operate within the mandate of service to provide settlement and integration services to refugees and immigrants in Regina. RODS is committed to meeting the needs of newcomers by offering programs and services to enable them to achieve their goals and participate fully in the larger community. 

Position Summary

The Central Administration & Finance (CAF) Director is responsible for ensuring the effectiveness and efficient use of appropriate financial and administrative controls, procedures and information systems for the Society.  The Director of Finance and Administration role will: focus on planning, implementing and managing the finance, IT, HR and administration functions; develop and lead the execution and monitoring of the finance, HR, IT and administration plan; administer the client-wide organizational database; and effectively supervise the Finance Manager, Inter- office Administrative Coordinator, HR Generalist, IT Generalist, and Janitors.

Requirements

  • Undergraduate degree in Business Administration or Commerce;
  • 3 – 5 years prior experience as Director/Manager or similar role with similar type and size of organization;
  • Demonstrated commitment to high professional ethical standards and a diverse workplace;
  • Specialized knowledge of:
    • Accounting & Finance principles;
    • Labour Standards and HR principles;
    • OH&S Act and Regulations;
    • Management Information Systems & Databases;
    • Personal Information Protection and Cyber Security.

Competencies

Managerial Competencies


Planning and Budgeting

  • Advise ED and Board on planning, budgeting, and forecasting based on realistic timelines.  Emphasize effectiveness and efficiencies. 
  • Administer and guide audits on an annual basis. 
  • Ensure project goals are met.                    
  • Manage the risks for RODS and follow-up on mitigation activities.
  • Administer programs respecting accountability to funders and to RODS’ policy guidelines. 
  • Support Executive Director with all major program changes for RODS.

Organizing and Staffing

  • Develop policy for organizational functions including human and physical resources. 
  • Ensure a succession plan is in place for all departments.  Develop a succession plan for Managers.
  • Ensure RODS policies and procedures are aligned across Departments including those to manage teams, volunteers, and training based on RODS’ capacities.
  • Administer oversight of projects. 
  • Provide staffing advice to Managers based on RODS’ and funders’ policies.  Encourage team formations. 
  • Responsible for the performance of direct supports.
  • Work with Managers to resolve difficult staff issues within areas of their expertise. 
  • Commit resources to implement the use of technology in Departments to better utilize resources. 

Process Management and Problem Solving

  • Make decisions at the organizational, policy, and strategic, levels.
  • When ED is away, delegate authority and provide clear expectations.
  • Accept responsibilities from ED and Board.
  • Manage within the parameters of the funders and organizational (RODS) structures. 
  • Prioritize and finalize proposals for funders and advise Executive Director on final contracts.  
  • Monitor monthly and annual department reports to ensure RODS’ and funder requirements are met.
  • Manage risks within department and organization in collaboration with ED.
  • Collaborate with ED and Directors to solve problems and manage projects.  Collaborate with Managers to provide solutions to needs.  Provide advice to ED to make final decisions.
  • Delegate specialized functions to highly skilled persons.
  • Embed technology into policies and procedures.  Ensure integrity and security of systems.  Share ownership of strategies.

Leadership competencies

Establishing Direction

  • Recognize the organization’s culture and set direction for RODS.
  • Work with the ED and Board to set policies for RODS.  Balance funders’ and RODS needs. 
  • Establish priorities for RODS on an annual basis.  Develop a strategic plan with the Leadership team to operationalize RODS vision and needs.
  • Promote a culture of innovation and organizational change.  Promote the image of a learning organization.
  • Support the use of technology to assist in setting, maintaining, and measuring organizational success.
  • Make decisions at the organizational, policy and strategic levels;

Aligning People

  • Work as a Director on the departmental team.  Work on the Director team to advise the ED. 
  • Collaborate to consider the benefits and impacts of a decision to RODS’ employees. 
  • Promote collaboration between departments for program effectiveness and efficiency. 
  • Support a culture of continuous improvement. 
  • Ensure program growth is beneficial to RODS.
  • Conduct regular Director Meetings to ensure program needs are met with the goal to improve programs.  Resolve any issues at Director Level and set agenda for meetings.  Conduct regular meetings (monthly) with program Manager and staff for which the Director is responsible. 
  • Approve policies affecting employees (HR, evaluation, and others).  
  • Promote diversity and cross cultural collaboration (internal and external) so that RODS programs provide appropriate service to newcomer individuals/groups.
  • Leverage the IT knowledge of others to support staff in their roles. 

Influencing

  • Encourage individual accountability and accountability to the organization.
  • Model desirable behaviours for all staff reflecting RODS’ client-focused culture, job requirements, resolution of conflict, and others. 
  • Provide a collaborative environment so that shared-decision making processes are available.  Director makes final decisions. 
  • Encourage staff to increase their capacity to work with newcomers.  Staff development is a priority.   
  • Encourage Managers to resolve problems.  Assist when necessary, based on experience and expertise. 

Duties and Responsibilities

Leadership

  • When ED is away, delegate authority and provide clear expectations;
  • Manage risks within department  and organization in collaboration with ED.

Finance

  • Oversees the Finance function is working properly under the Finance Manager.
  • In addition:
    • Creates and manages the Administration budget (Department 0900).  This role will be similar to the role our current Directors are fulfilling for their own programs.
    • Creates and manages the Smith Street budget (Department 0800).
    • Signing authority for Administration (0900) and Smith Street (0800) expenses.
    • Signing authority for cheques.

Human Resources

  • Oversees the Human Resource function is working properly under the HR Generalist.
  • In addition:
    • Direct back-up to the Human Resource Generalist in the event that the HR Generalist is on an extended vacation/leave or the position is vacant due to resignation/termination.
    • Member of the Human Resources Committee as a neutral resource of information.  As such, the Director must have a strong understanding of Saskatchewan Labour Standards and human resource concepts and best practices.  They must also readily identify the financial implications that would arise out of changes to the HR Policy.
    • Watchful of changes to the environment/laws/etc. and provide necessary recommendations to the HR Committee on HR Policy to ensure organizational risks are mitigated.  As Director of the HR function, it is the Director’s responsibility to ensure all HR policies address organizational risk.

IT

  • Oversees computer systems (staff/client/lab), video conferencing devices, projectors, printers and smartboards are working effectively and efficiently under the IT Generalist.
  • In addition:
    • Security advisor and monitor for the organization.
    • Manages all Security Roles within the organization.
    • Manages data structures and DFS within the organization.
    • Manages open ports of firewalls at all locations.
    • Identifies gaps in network security in collaboration with IT professionals.  Works alongside IT service providers to address issues effectively.
    • Identifies gaps in data security and creates policy and organizational training to mitigate as required.
    • Oversees all security audits.
    • Oversees network/servers/infrastructure devices are working properly under service agreement with IT service provider.
    • Oversees the Continuity of Service and Disaster Recovery Plan as it relates to the IT and data management functions in collaboration with IT service provider.
    • Manages all Microsoft Licensing (Office/Servers/User CALs).
    • Manages all security device licensing and data backup licensing.
    • Manages domain name registrations.
    • Identifies organizational IT needs, proposes solutions, and manages implementation of all large-scale IT projects within the organization.

Databases

  • Chairperson of Database Committee
  • Database Administrator and SuperUser of RODS’ client database.
    • Responsible for the performance, integrity and security of the database in collaboration with the database host.
    • Monitor and enforcer of RODS Security Policy & Safety Guidelines as it relates to client data in the database.
    • Point of contact regarding database trouble-shooting issues.
  • Database analyst – works with RODS departments and database programmers to develop organizational database modules and reports in the client database.
  • Database developer – in instances where a programmer is not required, the Director will build and configure modules within the client database.
  • Back-up trainer for RODS’ client database in the event that the HR Generalist is on extended leave or the position is vacant.
  • Information resource for TIP Database as it relates to development/data security/functionality/etc.

Central Administration

  • Oversees the Central Administration function is working properly under the Inter-office Administrative Coordinator.
  • In addition:
    • Although the Inter-office Administrative Coordinator manages the Janitor’s schedules and day-to-day activities, the Director will take the lead on all larger Janitor personnel issues such as hiring, firing, and performance reviews/issues.
    • Manages capital building projects.
    • Manages large-scale administrative projects.
    • Employer Co-chairperson on Smith OHS Committee.  As per OHS regulation, Employer Co-chairperson must have level 1 & 2 OHS certification.

Direct Reports

  • Finance Manager
  • HR Generalist
  • Inter-office Administrative Coordinator
  • IT Generalist