Vice President of Administration

Vice President of Administration
Position Description
Position Summary
The Vice President of Administration is a key member of United Way of the Olmsted County (UWOC) management team. Reporting to the President, the VP of Administration serves as a strategic operations partner to the President and is responsible for ensuring effective and efficient operations, coordinating with vendors to provide finance, HR, and IT services. They manage United Way’s physical office space, coordinating with our property management vendor to support building and tenant operations. This position also supports UWOC’s Board of Directors, providing support for board operations, communications, and committee work.
The VP of Administration reports to the President. They supervise the Executive Assistant and Bookkeeper.
About United Way of Olmsted County
At United Way of Olmsted County, our mission is to unite people and resources to improve lives in Dodge, Fillmore, Olmsted, and Winona Counties. We do this in a variety of ways: We operate programs and shared resources that support the community; work collaboratively with partners from many organizations and walks of life to create systems change; and provide financial, technical, and volunteer support to local programs that make a difference.
Qualities
The ideal team member believes in diversity, equity, and inclusion for all people; is passionate about improving the quality of life for everyone in Southeast Minnesota; has the ability to work both autonomously and collaboratively; is highly organized, flexible, and can effectively multitask; has excellent oral and written communication skills. The successful candidate will have leadership experience in finance, HR, organizational development, or a related field.
Key Responsibilities
• Organizational Leadership
o Participate as a member of the management team to provide a united, visible, and strong leadership presence across the organization to help instill new thinking, focus and prioritize efforts, and operationalize strategic objectives.
o Serve as a liaison with the United Way network, coordinating submission of reports and meeting of United Way Worldwide membership requirements.
• Management of Functional Areas
o Coordinate with external vendors for provision of employee benefits, payroll, IT, financial services, and property insurances.
o Finance:
? Oversee internal financial controls, compliance, and policy enforcement, ensuring accuracy and accountability across all financial processes, including payroll, accounts payable, and accounts receivable.
? Manage high-level A/R and A/P functions, including authorization of payments, coordination of bank deposits, reconciliation of key accounts, and supervision of grant payouts, with operational support from accounting services provider.
? Lead annual budgeting, forecasting, and financial analysis, including preparation of Actuals vs. Budget reports and cash flow oversight, utilizing financial data and reporting prepared by accounting services provider.
? Oversee all audit and tax compliance activities, including coordinating with accounting services provider on annual audit preparation, IRS Form 990 filings, and 1099 processing to ensure compliance with federal and state regulations.
? Oversee asset tracking, depreciation, and disposal processes, maintaining records in line with UWOC’s asset management policies and financial standards.
? Review and approve monthly bank reconciliations and balance sheet accounts, coordinating with accounting services provider for accurate and timely reconciliation.
? Ensure financial document retention and compliance with UWOC’s policies and standards, coordinating with accounting service provider for secure and organized record-keeping.
? Supervise Bookkeeper.
? Maintain compliance with United Way Worldwide financial policies.
o Human Resources:
? Manage payroll processing, employee benefits administration, PTO tracking, and 403(b) contributions, ensuring accurate and timely submission to payroll vendors, with oversight of all data entry and updates to payroll records.
? Work with the President and other individual staff for accurate and timely completion and/or approval of organizational documents, such as schedule request forms, expense reimbursement, etc.
? Manage internal office routines to promote an inclusive and effective workplace culture.
? Maintain accurate records and ensure compliance with applicable state and federal requirements.
• Board of Directors
o With the President, provide support for the Board of Directors, including managing committees and communicating with individual volunteers as needed.
o Maintain Board and committee routines, including meeting schedules and documentation.
o Prepare meeting agendas, minutes, reports, surveys, and presentations.
o Develop strategies and routines to drive Board engagement and development in accordance with the organization’s Policy Governance model.
• Facilities
o Supervise the Executive Assistant to support front-office and board operations.
o Provide for general UWOC office functions, including reception, mail processing, procurement.
o Serve as the liaison and primary point of contact for building tenants, property management, and conference room rentals. Communicate proactively to provide for day-to-day facilities needs.
• Other Duties as Assigned
Qualifications and Experience
Specific work experience in each area of responsibility for this role is not required, and we welcome the opportunity for growth. We expect our new Vice President of Administration will have done many but not all these types of tasks in the past. While an individual candidate may not meet all the desired areas of experience, we are looking for the following minimum qualifications:
• Minimum 5 years of leadership experience in finance, HR, organizational development, or related field
• Familiarity with Generally Accepted Accounting Principles is required
• Track record of effective supervision of staff
• Proven record of organizational leadership, strategic planning, and budget development
• Experience in a nonprofit organization or work with nonprofit boards is preferred
• Comfort with technology, and an ability and eagerness to learn new systems and processes
• Strong relationship-building, influencing, and negotiating skills
• Exceptional organization, attention to detail, initiative, and follow-through
• Commitment to United Way’s mission, vision, and values
Our Workplace
United Way of Olmsted County is an equal opportunity employer. Individuals who share lived experiences with the people and communities we serve are strongly encouraged to apply. UWOC encourages applications from individuals of all races, genders, ages, and abilities.
We intentionally do our best to eliminate bias and remove barriers for applicants. This includes providing information about work routines, compensation, and benefits (below) to help you determine if this is the right role for you. To request additional information or accommodations during the application process, please email uwoc@uwolmsted.org and include “VP of Administration” in the subject line.
Hours and Location
• Our standard work week is 37.5 hours, with typical working hours of 8:30-5:00 Monday-Friday.
• We offer flexible work schedules to meet individual and family needs while ensuring that organizational needs are being met. The VP of Administration must be available during peak times to support office routines, supervise staff on-site, coordinate with building tenants, and meet with stakeholders.
• This position is located in our office in Rochester, Minnesota. We are looking to hire a resident or someone willing to live within daily commuting distance. A limited hybrid work arrangement may be possible based on individual and organizational needs.
• Occasional availability outside of typical office hours is expected for special events, as individual circumstances allow.
• We anticipate a start date in mid-January.
Compensation and Benefits
• Starting salary of $60,000-$75,000 per year, depending on qualifications.
• Employees are paid electronically twice a month.
• Benefits include medical, dental, vision insurance options for employee and family; life insurance; 403b retirement plan with generous employer match available after one year of employment; and up to 12 weeks of paid parental leave.
• 20 days paid time off in the first year, plus 15 paid holidays.
• United Way of Olmsted County is unable to provide visa sponsorship.
To Apply
To apply, please submit your resume and a cover letter describing how your experience matches the qualifications for this position. Please email your resume and a cover letter to uwoc@uwolmsted.org and
include “VP of Administration” in the subject line of your email. Applications submitted by November 18 will receive priority consideration.