Executive Director Job Description

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Executive Director Job Description The Executive Director (ED) is the key management leader of Catholic Charities Community Services of Odessa (CC). The Executive Director is responsible for overseeing the administration, programs and strategic plan of the organization. Other key duties include fundraising, financial management, program development, and community outreach. The position reports directly to the Board of Directors. GENERAL RESPONSIBILITIES: 1) Board Governance: Works with board in order to fulfill the organization mission. 

Responsible for leading CC in a manner that supports and guides the organization’s mission as defined by the Board of Directors.

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Responsible for communicating effectively with the Board and providing, in a timely and accurate manner, all information necessary for the Board to function properly and to make informed decisions.

2) Financial Performance and Viability: Develops resources sufficient to ensure the financial health of the organization. 

Responsible for the fiscal integrity of CC, to include submission to the Board of a proposed annual budget and monthly financial statements, which accurately reflect the financial condition of the organization.

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Responsible for fiscal management that generally anticipates operating within the approved budget, ensures maximum resource utilization, and maintenance of the organization in a positive financial position.

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Responsible for fundraising and developing other resources necessary to support CC’s mission.

3) Organization Mission and Strategy: Works with board and staff to ensure that the mission is fulfilled through programs, strategic planning and community outreach. 

Responsible for implementation of CC’s programs that carry out the organization’s mission.

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Responsible for strategic planning to ensure that CC can successfully fulfill its Mission into the future.

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Responsible for the enhancement of CC’s image by being active and visible in the community and by working closely with other professional, civic and private organizations.

4) Organization Operations. Oversees and implements appropriate resources to ensure that the operations of the organization are appropriate. 

Responsible for signing all notes, agreements, and other instruments made and entered into and on behalf of the organization.

Professional Qualifications: 

A bachelor’s degree or proven success with previous experience

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Transparent and high integrity leadership

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Five or more years senior nonprofit management experience

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Solid, hands-on, budget management skills, including budget preparation, analysis, decisionmaking and reporting

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Strong organizational abilities including planning, delegating, program development and task facilitation

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Ability to convey a vision of CC’s strategic future to volunteers and donors

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Knowledge of fundraising strategies and donor relations unique to nonprofit sector

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Skills to collaborate with and motivate board members and other volunteers

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Strong written and oral communication skills

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Ability to interface and engage diverse volunteer and donor groups

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Demonstrated ability to oversee and collaborate with staff

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Strong public speaking ability

Oversight 

Planning and operation of annual budget.

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Establishing employment and administrative policies and procedures for all functions and for the day-to-day operation of the nonprofit.

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Serving as CC’s primary spokesperson to the organization’s constituents, the media and the general public.

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Establish and maintain relationships with various organizations and utilize those relationships to strategically enhance CC’s Mission.

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Report to and work closely with the Board of Directors to seek their involvement in policy decisions, fundraising and to increase the overall visibility of the organization.

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Supervise and collaborate with organization staff.

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Strategic planning and implementation.

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Support organization Board and committee meetings.

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Oversee communication efforts.

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Review and approve contracts for services.

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Other duties as assigned by the Board of Directors.

Finances Manage and have the ability to work hands-on with company finances but will also be aware, advising on the best path of stability and growth of the organization. The role of the ED has overall control and responsibility for all financial aspects of company strategy and is expected to analyze figures and implement recommendations based on these findings, with the most profitable outcomes. Often managing and leading a team through difficult periods including month end, year end and annual budgeting, the ED would have excellent communication skills with all levels of staff, often having to work with various departments to help them plan and manage their own budgets. In periods of change and growth, it’s critical, coordinating finance and managing company policies regarding liabilities, capital requirements, taxation, and equity as appropriate. 

Provide leadership to the Board's Finance and Accounting strategy, to optimize CC’s financial performance and strategic position.

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Take overall control of the organization’s accounting function and manage the bookkeeper’s work

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Contribute fully to the development of company strategy across all areas of the business, challenging assumptions and decision-making as appropriate and providing financial analysis and guidance on all activities.

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Lead and develop finance committee.

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Take ultimate responsibility for the organization’s cash management policies.

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Establish a high level of credibility and manage strong working relationships with external parties including donors and advisors.

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Ability to handle high levels of pressure and critical decision-making.

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High integrity and openness combined with commitment to good governance.

Funds Development An ED is also a fundraising manager; responsible for raising money on behalf of organization. Propose and execute ideas to obtain annual funding targets. Using and evaluating a range of promotional methods and campaigns, to raise money either from individuals or secured grants. 

Developing strategies and setting goals to hit fundraising targets

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Finding people to donate money

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Keeping in touch with existing donors and stakeholders

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Budgeting incoming and outgoing money

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Writing proposals and applications for grants

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Preparing and giving presentations

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Overseeing events and campaigns

Programs The ED oversees the coordination and administration of all aspects of an ongoing program including planning, organizing, staffing, leading, and controlling program activities. Plan the program 

Plan the delivery of the overall program and its activities in accordance with the mission and the goals of the organization

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Develop new initiatives to support the strategic direction of the organization

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Develop and implement long-term goals and objectives to achieve the successful outcome of the program

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Develop an annual budget and operating plan to support the program

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Develop a program evaluation framework to assess the strengths of the program and to identify areas for improvement

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Develop funding proposals for the program to ensure the continuous delivery of services

Organize the program 

Ensure that program activities operate within the policies and procedures of the organization

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Ensure that program activities comply with all relevant legislation and professional standards

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Develop forms and records to document program activities

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Oversee the collection and maintenance of records on the clients of the program for statistical purposes according to the confidentiality/privacy policy of the organization

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Managing and operation of program database entry and reporting

Staff the program 

In consultation with the Associate Director (AD), recruit, interview and select well-qualified program staff

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Implement the human resources policies, procedures and practices of the organization (AD)

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Ensure that personnel files for the program are properly maintained and kept confidential (AD)

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Establish and implement a performance management process for all program staff

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Engage volunteers for appropriate program activities using established volunteer management practices

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Ensure that all program staff receive an appropriate orientation to the organization and the programs (AD)

Lead the program 

Ensure all staff members receive appropriate training in accordance with organizational standards

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Supervise program staff by providing direction, input and feedback

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Communicate with clients and other stakeholders to gain community support for the program and to solicit input to improve the program

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Liaise with other constituents to ensure the effective and efficient program delivery

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Coordinate the delivery of services among different program activities to increase effectiveness and efficiency

Control the program 

Write reports on the program for management and for funders

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Communicate with funders as outlined in funding agreements

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Ensure that the program operate within the approved budget

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Monitor and approve all budgeted program expenditures

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Monitor cash flow projections and report actual cash flow and variance on a regular basis (monthly/bimonthly)

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Manage all project funds according to established accounting policies and procedures

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Ensure that all financial records for the program are up to date

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Ensure financial reports and supporting documentation for funders are prepared as outlined in funding agreements

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Provide required information to have invoices generated and submitted to funders according to the established timelines

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Identify and evaluate the risks associated with program activities and take appropriate action to control the risks

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Monitor the program activities on a regular basis and conduct an annual evaluation according to the program evaluation framework

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Report evaluation findings to the ED and recommend changes to enhance the program, as appropriate

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Knowledge of program management

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Knowledge of client groups and/or issues related to the program area

Personal characteristics

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Behave Ethically: Understand ethical behavior and business practices, and ensure that own behavior and the behavior of others is consistent with these standards and aligns with the values of the organization

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Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.

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Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.

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Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.

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Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.

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Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.

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Lead: Positively influence others to achieve results that are in the best interest of the organization.

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Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.

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Organize: Set priorities, develop a work schedule, monitor progress towards goals, and track details, data, information and activities.

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Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.

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Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.