Manager of Finance & Operations

St. Thomas, ON

St. Thomas Elgin General Hospital Foundation

Manager of Finance & Operations

Full Time Permanent

Non-Union

Salary $76,000 - $89,000

THE ORGANIZATION:

Ensuring access to essential, life-saving care and equipment and excellence in patient care. That’s what empowers the St. Thomas Elgin General Hospital (STEGH) Foundation team every day. Together, we support our Hospital through fundraising and help provide the heartfelt healthcare our incredible, tight-knit community deserves.

STEGH Foundation was established 1986. Since this time, over $46 million has been invested into St. Thomas Elgin General Hospital (STEGH). STEGH Foundation mobilizes, connects and stewards the community’s philanthropic investments by raising awareness, and supports health care excellence and state-of-the-art equipment, staff education and capital infrastructure technology focused on patient-centered care at STEGH.

To meet the needs of health care delivery today and into the future, STEGH Foundation continues to strategically plan to ensure our hospital’s healthcare teams have the equipment, facilities and resources necessary to respond to the needs of patients and their families so they can receive care close to home.

STEGH Foundation is currently in the early stages of the Transforming Tomorrow (Diagnostic Imaging Campaign), which is an $8 million fundraising campaign to support the purchase and installation of a Magnetic Resonance Imaging (MRI) machine and the enhancement and expansion of the entire Diagnostic Imaging (DI) Suite, making upgrades to the CT, nuclear medicine, x-ray and ultrasound facilities.

Mission, Vision and Values

POSITION DESCRIPTION:

The Manager of Finance & Operations has an important professional role in providing an exceptional customer and donor experience on behalf of St. Thomas Elgin General Hospital Foundation. The Manager supports financial decision-making information by collecting, analyzing, investigating, and reporting financial data, ensuring the integrity and accuracy of the financial system.

Reporting to the Executive Director, the Manager of Finance & Operations is a vital member of the Foundation team who will be responsible for the development and oversight of all financial processes, procedures, policies and internal controls, including maintaining monthly financial statements and closing processes and preparing year-end financial statements. The Manager of Finance & Operations will also participate and guide the budgeting process and prepare year-end audit documentation.

The candidate will have excellent verbal and written communication skills and high attention to detail. This position oversees the reception coverage, greeting visitors, donors and volunteers. The role also includes office support services to the Foundation, including data entry, payroll coding, mail and courier handling, facilities repair requests, ordering office supplies, ensuring office equipment is functional, and assisting with coordinating logistics for various meetings and events.

The successful candidate will have one direct report.

FINANCIAL RESPONSIBILITIES INCLUDE:

• Develop and oversee the implementation of the Foundation’s financial processes, procedures, policies and internal controls for safeguarding assets and enhanced efficiency.
• Ensure the Foundations’ compliance with all regulations regarding non-profit organizations.
• Ensure all CRA rules and guidelines are followed.
• Prepare appropriate financial information to support Board and Executive decision-making, donor stewardship, program evaluation, and budgeting.
• Maintain all financial records.
• Oversee activities related to Gift Processing.
• Oversee all banking procedures.
• Ensure integrity and maintenance of Raiser’s Edge and Financial Edge financial accounting system.
• Maintenance of the Chart of Accounts and Financial Statement reports and presentation.
• Monitor and evaluate procedures and processes to ensure good internal controls and efficiency.
• Ensure completion of monthly closing processes for the general ledgers, including:

Bank reconciliations;

Reconciliation of Inter-company accounts for partnerships and STEGH activities;

Reconciliation of sub ledgers to the general ledger;

Update of fixed asset schedule (as needed when assets are received);

Reconciliation of monthly securities transactions (as needed);

Preparation of monthly Financial Statements for the Finance Committee;

Preparation of monthly Departmental Actual to Budget Statements;

Variance analysis;

Reconciliation of monthly Investments.

• Completion of Income allocation and self-funding allocation.
• Coordinate the development of the annual Foundation budget.
• Prepare regular budget reports to assist staff in monitoring and interpreting the budget to actual results.
• Develop Cash Flow projections based on budget.
• Collaborate with the Hospital in providing necessary financial reporting.
• Undertake administration and reconciliation for lotteries.
• Preparation of lottery reports, licensing and audits.
• Prepare year-end audit working papers, financial statements and other year-end audit procedures as required.
• Prepare Foundation for annual external audit.
• Work with external auditors during the annual audit and throughout the year.
• Ensure implementation of all recommendations put forward by the external auditors.
• Complete Registered Charity Information Return promptly.
• Collaborates with community event organizers to ensure financial accuracy.

OPERATIONAL RESPONSIBILITIES INCLUDE:

• Coordinate purchase of Foundation office supplies and equipment.
• Administer the central office supply system to be expensed out by the Cost Centre.
• Oversee daily reporting of staff absences for HR purposes by ensuring Kronos is correctly coded.
• Assist with onboarding of new staff.
• Oversee meeting schedules and boardroom bookings, and also:

Liaise with Facilities staff at the Hospital regarding office environment;

Monitor and distribute Foundation merchandise.

• Assist with events as needed.
• Oversee STEGH Foundation’s general email inbox and forward correspondence to the appropriate staff members.
• Oversee the management of all pertinent donor information from daily obituaries, assisting with various mailings including next of kin letters, newsletters, estate documents, writing and mailing sympathy cards to next of kin, setting up in honour/in memory records and linking next of kin information, making annual calls to funeral homes to inquire about stationery needs, sending weekly next of kin emails as the back-up for the Development team.
• Ensure tracking of when cheques are received by scanning and emailing the cheques to the Development Team.

OTHER REPONSIBILITIES:

• Act as an Ambassador throughout the community, positively representing the Hospital and the Foundation.
• Work as a team player, promoting a positive and professional work environment and conduct role with integrity and respect.
• Other duties as assigned from time to time to meet the overall goals and objectives of the St. Thomas Elgin General Hospital Foundation.
• Abide by the policies and procedures of the STEGH Foundation and STEGH.
• Abide by the Occupational Health and Safety Act, and work in a manner that is safe, reporting incidents immediately to direct supervisor.
• Operate within the culture and core values of the organization.

QUALIFICATIONS & KEY COMPETENCIES:

• Post-secondary education – Degree or Diploma in Accounting or Business Administration.
• CPA designation or equivalent preferred.
• Three years’ experience in financial accounting.
• Not-for-profit sector experience is considered an asset.
• Proficient in using all corporate productivity tools, including Excel, Word, PowerPoint, Internet Explorer and Outlook.
• Proficient in using Financial Edge (or similar financial accounting software).
• Experience in fund accounting is considered an asset.
• Knowledge of Raiser’s Edge database is desirable.
• Excellent organizational skills and demonstrated ability to prioritize multiple and changing demands.
• Excellent interpersonal skills, ability to interact effectively with all levels of the organization/members of the public, customer/donor focused.
• Ability to work independently using an above average level of initiative, highly organized; takes initiative/self-starter; detail-oriented;
• Ability to work effectively as part of a team
• Ability to work effectively on various priority projects with competing deadlines with a high degree of accuracy.
• Ability to maintain confidentiality.

The above statements are not intended to encompass all functions and qualifications of the position. Rather, they are intended to provide a general framework of the requirements of the position. Employees may be required to perform other functions not specifically addressed in this job description.

OPERATIONAL NEEDS:

The Manager of Finance works 37.5 hours per week in a hospital office environment. Occasional work outside of regular office hours will be required during periods of peak activity and at special events. This position will require travel within Elgin County and the London area.

The Foundation has a generous benefits package for the successful candidate that includes professional development, a robust health and dental plan, HOOPP Pension Plan and growth opportunities.

St. Thomas Elgin General Hospital Foundation is committed to a barrier-free respectful, accessible and inclusive work place. Upon individual request, the Foundation will endeavour to remove any barrier to the hiring process to accommodate those candidates with disabilities. Please inform us should accommodation be required at any point in the recruitment and selection process.

We thank all applicants who apply for this position, however, only those applicants selected for an interview will be contacted. In accordance with the Freedom of Information and Protection of Privacy Act, personal information will only be used for candidate selection.