Director of Operations

Division / Program: 
PHILADELPHIA ANTI-DRUG/ANTI-VIOLENCE NETWORK (PAAN)
Position Details
Opening Date: 
Tue, 10/09/2018
Position Summary: 
The Director of Operations is responsible for managing the financial operations, grant and contract development/program reporting. This individual will provide outcome reporting of services based on the funding agency, compliance, and program/corporate guidelines. The Director of Operations also manages procurement and has oversight of the physical plant and equipment for the agency.
Key Duties & Responsibilities: 
  • Work with the Executive Director, Program Director, and Fiscal Department in the preparation of funding agency and fiscal reporting requirements. This includes preparation of the following: invoices to the funding agency, annual core budget, expense reimbursements, spending reports vs. budget, budgets required for grant and contract submissions, budget and financial analysis, documents required for audit and external reporting compliance;
  • Manage the process of invoicing and approvals in Microix accounts payable system;
  • Develop and create a budget based on contract requirements and guidelines.  This includes: personnel budget authorizations, staff coverage schedules, and budget authorizations on behalf of the Fiscal and HR Departments;
  • Perform regular monthly monitoring, forecasting, and reporting on budget;
  • Oversee day-to-day operations including: direct purchasing, fleet management, facilities management, telephone systems, equipment and inventory, etc.;
  • Prepare, review and approve Consultant Agreements and contracts;
  • Approve staff’s time in ADP “Time and Attendance” system;
  • Maintain, review, and produce expense records and fiscal support documentation for managers on a regular basis;
  • Develop proposals for grants, contracts and continuation applications, packaging and budgets;
  • Assist with IT and MIS support and its related program activities;
  • Maintain accounting files in an organized and accessible manner to include: updating, purging, and creating new filing systems on a regular basis;
  • Perform other related duties as assigned by the Executive Director.
Education, Knowledge, Skills & Abilities: 
  • Bachelor's degree in Business Administration, Finance or Public Administration;
  • Minimum of 3-5 years’ experience in financial/business operations with some experience in non-profit management/leadership;
  • Must have direct, hands-on experience with Microix fund accounting software;
  • Must have thorough knowledge of contract management;
  • Must be proficient in Microsoft Office products (Excel, Word, etc.);
  • Must have exceptional analytical skills and be a problem-solver;
  • Proven ability to develop and monitor contract tracking and administration systems;
  • Must be detail-oriented, able to prioritize, manage multiple tasks simultaneously;
  • Effective leadership skills and strong communication capabilities are necessary.
Contact Info
Contact Info: 
Interested applicants should send their resume/cover letter no later than October 15, 2018 to: Attn: George D. Mosee, Jr. Email: george.mosee@paan1989.com UAC/PAAN is an Equal Opportunity Employer