Associate Communications Director, Operations & Finance

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

Job Title: Associate Communications Director, Operations & Finance

Department: Communications

Location: San Francisco, CA

Reports To: National Communications Director

Supervises:

• Operations Coordinator (2 FTE)
• Accounting Assistant (.5 FTE)
• Projects & Reporting Coordinator (1 FTE)
• Sierra Finance Director (.4 FTE)
• Sierra Associate Director of Operations & Production (1 FTE)
• Books Publisher (1 FTE)
• Sierra Advertising Director (1 FTE)

Context:

Directs the day-to-day financial and logistical operations of the Communications Department and manages the business and budgeting-related aspects of Sierra Club Books and SIERRA magazine to assure efficiency and integration with other departments and capacities. Coordinates and prepares annual budget and budget forecasting across multiple c3 and c4 funding streams and in coordination with multiple priority conservation campaigns. Works with director and Communications leadership team to oversee staff planning, including the drafting of job descriptions and preparation of PAR forms, reporting personnel changes to HRD, IT and Finance Departments. Serves as department's lead on all operations related projects, taskforces, and committees. Develops, establishes, and enforces policies and procedures for efficient and cost effective Communications Department operations that are consistent with Club-wide policies and procedures and meet internal and external regulatory compliance requirements..

Scope:

The Associate Communications Director, Operations & Finance oversees the development and implementation of a variety of reporting and recordkeeping systems and procedures. Prepares for the Communications Director annual budgets and quarterly reports and reports to Director regarding budget status. Interacts with the Finance Department and serves as financial liaison with Conservation Department concerning budget and the allocation and application of restricted revenues from the Club's restricted c3 programs. Serves as a liaison with the Human Resources Department on all matters related to Communication Department staffing and making sure Independent Contractors are renewed in a timely fashion and database updated. Prepares and maintains the annual budget and quarterly forecasts, including planned but unannounced staffing changes on labor models throughout the year. Administers reimbursement requests from staff and payments to vendors. Works closely with appropriate departments and managers to apply, track, and report revenue for Sierra Club restricted programs. Establishes and enforces operating and business standards for all Communications operations, in compliance with applicable Club policies.

Job Activities:

1. Administers all operational aspects of the National Communications team, vendor payments, and reimbursements.
2. Contributes strategic input to Communications Department leadership team on budgetary and logistic implications of all plans and decisions.
3. Reviews and analyzes monthly financial reports and statements; prepares and updates status reports for Communications Director.
4. Assists Communications Director in preparing annual budget, quarterly reports, and year-end summary of operations. Prepares variance reports.
5. Coordinates and assists with annual Conservation Department budget and with the development and preparation of quarterly labor and expense analysis and forecasts, and proposed staffing changes such as terminations, layoffs and attrition, with regard to restricted funding for Communications.
6. Directs operations support for all aspects of National Communications initiatives.
7. Ensures that all vendors are paid in a timely manner. Approves disbursement of all funds for concessionaires, vendors, and staff reimbursements.
8. Participates in confidential meetings and discussions to determine staffing levels and staffing plans. Prepares confidential reports and analyzes proposed changes to staffing levels. Researches and writes job descriptions.
9. Oversees work with San Francisco's Information and Technology and General Services Departments to make workspace changes or set-up workspaces for new hires.
10. Budgets for and authorizes supply and service expenditures, and monitors inventories.
11. Attends committee meetings as directed.
12. Manages staff:
    1. makes hiring, salary, promotion and termination decisions, in consultation with director, deputies, and HRD
    2. assigns work and establishes standards and priorities
    3. ensures development and training of staff
    4. prepares and conducts performance reviews
13. Plans, organizes, and directs Communications Operations activities including:
    1. Manages major vendor relationships and negotiates major purchases for the Department, and sets standards and monitors those that he/she is not directly involved in.
    2. Manages contract preparation in consultation with program directors and Finance.
    3. Works with Finance Department to accomplish lease negotiations for Communication Department office space.
    4. Manages payment processing, expenses, and invoices.
    5. Administers staff corporate credit card use, in compliance with Finance Department policies.
    6. Manages Communications Department compliance with Independent Contractor policies and procedures.
    7. Manages Communications Department office space and equipment needs in all locations in consultation with field staff, General Services, and Digital Strategies.
    8. Manages Conservation Department capital equipment requests and purchases in consultation with Digital Strategies.
    9. In consultation with Communications managers, Digital Strategies, and Finance, reviews and develops efficient business processes and systems for Communications Department. Travels to field locations to develop and implement business processes.
    10. Conducts training of field and Communications staff in budgeting and business matters.
14. Manages all communications-related functions including retreats, meetings, seminars, and other events and is responsible for the preparation of related materials including printed reports and PowerPoint presentations.
15. Performs miscellaneous duties, special projects, and reports as requested.

Knowledge & Skills:

• Bachelor's Degree in Business or related field or the equivalent combination of education and experience.
• 5 years experience in business operations
• Prior experience in the preparation and monitoring of budgets.
• Ability to participate in strategic planning.
• Detailed knowledge of non-profit funding and compliance matters.
• Advanced understanding of PC-based computer systems, including Windows, Word, and Excel.
• Excellent organizational skills. Ability to track multiple priorities.
• Ability to deal effectively with the public, volunteers, and staff.
• Strong written and oral communication skills.

We would appreciate your participation in a brief survey about the position you are applying for and about yourself. Your responses will be completely anonymous and will be held completely confidential. Take our short survey here.

Note: Due to high traffic, the survey sometimes gets overloaded, transferring the user to the main site instead of the survey page. Please try again at a later time if this happens. Your effort is greatly appreciated.

Please send cover letter and resume to resumes@sierraclub.org. To ensure proper routing of your application, please specify job code Associate Communications Director, Ops & Finance – SCHQ #81-11 in the subject line. Please do not add or modify anything else beside job code in the subject line.

The Sierra Club offers competitive salary package commensurate with skills and experience plus excellent benefits that include medical, dental, and vision coverage, and a retirement savings 401(k) plan.

The Sierra Club is an equal opportunity employer committed to a diverse workforce.

Note: Positions remain online until they are filled. If you are applying for more than one job, a resume and cover letter are required for each position.