Chief Operating Officer
REPORTS TO: Chief Executive Officer
SUMMARY
The Puerto Rican Action Board (PRAB) is a comprehensive human services organization in Middlesex County, New Jersey. We provide a comprehensive range of essential services for children, youth, families, and senior citizens. We deliver need-based assistance to low and moderate-income residents of Central New Jersey and serve as advocates for those seeking to live productive, self-sufficient lives.
The Chief Operating Officer (COO) is an energetic seasoned, strategic, organized, and flexible senior-level administrator with deep commitment to PRAB’s mission, combined with empathy for its clients and staff, and dedication to high-quality service delivery. S/he is the highest ranking member of the operations team, providing leadership, direction, and management of all operations-related areas (finance, operations, and human resources), as well as guidance in a collaborative manner with respect to the organization as a whole. S/he is a member of PRAB’s senior management team, ensuring that the organization’s operations-related plans are set according to long-term organizational goals and governmental regulations, and activities are coordinated, integrated, data-driven, and well-executed with attention to detail.
The COO has significant experience o’perating an interdisciplinary, multi-site organization with many moving parts. S/he has proven managerial, problem solving, and strategic planning capability, preferably as a leader within the non-profit sector. S/he is confident and decisive, and is able to thrive in a fast-paced, complex, dynamic environment, and promotes entrepreneurism, creativity, and respect and compassion for staff members and the populations PRAB serves. S/he has the courage of convictions with the ability to serve as a passionate voice and advocate. S/he can make tough calls and draw boundaries when necessary, but also seeks guidance and support in regard to opportunities and challenges. S/he also possesses a sense of humor and maturity that helps to maintain perspective and a sense of balance.
RESPONSIBILITIES
General Organizational Management
- Work with the CEO and other senior management staff to establish and manage PRAB’s strategy and infrastructure, according to its vision, mission, goals, and strategy;
- Work with the CEO and other senior management staff to engage the community; develop the professional and personal capacity of staff; prepare and monitor PRAB’s budgets; develop organizational products; conduct field research and sector analyses; and procure and maintain licenses and certifications
- Participate actively in board-related matters, including meetings, committees, presentations, and reports
- Participate in resource development, including grant writing and donor outreach and relations
- Develop and maintain relationships with funders, vendors, creditors, lenders, partners, suppliers, community organizations, government agencies, etc.
- Maintain awareness of new trends and developments in operations-related fields, and incorporate new developments into the organization as appropriate
- Ensure confidentiality of records and information, and discretion in information sharing, as per policies
Organizational Operations Management
Finance
- Oversee financial management, including financial operations, payroll, internal controls & fiscal procedures, and bank relations
- Manage the organization’s short and long-term financial planning and financial analysis
- Manage organizational and program financial reviews by funders and government agencies
- Manage the development of 990s, Certified Audited Statements, and Federal A-133 Statements
- Oversee and manage external auditors in the completion of annual financial statements and program audit(s), providing grant schedules to help complete Schedule of Expenditures of Federal Awards (SEFA)
Operations
- Oversee operations management, including business systems, organizational compliance, facilities management, information technology, inventory/vendor management, and legal
- Produce and monitor organizational metrics to ensure achievement of goals and outcomes
- Manage organizational properties, treasuries, and other assets and liabilities
- Manage relationships with legal representation concerning organizational and program matters
- Provide 24/7 crisis intervention regarding all aspects of operations-related systems
Human Resources
- Oversee human resources management, including staff services, volunteer services, contractor/consultant services, and policies and procedures
- Manage hiring/firing recommendations on all organizational levels
- Conduct annual reviews and make recommendations to CEO for improvement of the organization’s policies, procedures, and practices on personnel matters
- Conduct staff-related mediations and investigations of allegations, and bring closure
General
- Recruit, manage, develop, and evaluate operations-related staff, volunteers, and contractors/consultants
- Conduct, attend, and participate in internal meetings to maintain and improve professional competence
- Produce monthly, quarterly, and annual operations-related progress reports (both internal and external)
- Perform other duties as assigned by CEO
QUALIFICATIONS
- Bachelor’s Degree in business administration, public administration, organizational development, or a related field, from an accredited college or university; Master’s Degree preferred
- At least eight (8) years of senior-level professional experience in both financial and operations management in non-profit settings, including evaluating finance, operations, and HR frameworks; at least three (3) of these years directly in financial (accounting) management
- Extensive external and in-house financial management experience gained in a high-growth organization
- Extensive experience making and implementing successful recommendations to an executive and Board
- Experience developing and administering organizational business plans
- Knowledge of Abila MIP software and its multiple components, or a comparable accounting system
- Knowledge of CRM, contract management, and project management software preferred
- Knowledge of development of 990s, Certified Audited Statements, and Federal A-133 Statements
- Knowledge of local, state, and federal regulations and industry standards concerning nonprofits and financial accounting and organizational operations and administration
KNOWLEDGE, SKILLS & ABILITIES
- Fully committed to PRAB’s vision, mission, and strategic goals and outcomes
- Superior management, supervisory, and problem solving skills
- Excellent organizational, analytical, oral and written communications, and listening skills
- Computer literate with knowledge of Microsoft Office applications/platforms and database environments
- Knowledge of federal, state and city building codes and industry standards
- Demonstrated involvement in community organizations or advocacy efforts
- Demonstrated maturity, integrity, and sound judgment
- Proven ability in organizational financial, operations, and human resources management
- Proven ability to influence and engage direct and indirect reports and peers
- Proven ability to work effectively in a team setting
- Proven ability to work well with diverse groups
- Proven ability to handle multiple tasks effectively under pressure
- Proven ability to meet strict deadlines within time constraints
- Ability to work collaboratively with a fast paced, highly interactive staff
- Ability in resource development, including grant writing
- Bilingual English/Spanish strongly recommended
Physical Demands and Working Environment
- Regularly stand, sit, and walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and taste or smell
- Frequently operate a computer, read and write, and interact with others in person, over the phone, and via other devices
- Move about within the facility in which your office is located to access file cabinets, documents, office machinery, and other equipment
- Travel within the facility in which your office is located and to locations outside of the facility, to attend meetings, trainings, events, and other business activities
- Frequently lift, carry, push and/or pull objects weighing up to 10 lbs., occasionally move objects weighing up to 20 lbs., and sometimes, but rarely, up to 50 lbs.
- Generally subject to inside environmental conditions having the lighting, temperature, and noise of an open floor-plan office environment
Compensation and Hours
- This is a full-time, exempt, salaried position
- Salary is based on a pre-established range and is commensurate with experience
- Regular evening and weekend work hours; flexibility with work schedule
- Primarily local travel during business hours, although some regional and overnight travel may occur
- Benefits are generous, including paid employee health and dental insurance (some employee contribution required); voluntary vision and retirement plans are also available
- Paid time off includes vacation, sick, personal days, and holidays
PRAB IS AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER