Full Job Description for: Manager, Finance and Donor Relations
POSITION TITLE
Manager, Finance and Donor Relations
Educare West DuPage
Full Time, Exempt Salaried
HOW TO APPLY
Send resume, with letter of interest to:
Human Resources
c/o Educare West DuPage
851 Pearl Road
West Chicago, Illinois 60185
OR
Please go to the Educare West DuPage website at https://www.educarewestdupage.org/careers.html
OTHER INFORMATION
Salary Range: Commensurate with experience
Position Description: Attached/Below
Educare West DuPage is an Equal Opportunity Employer
No phone calls, please.
ORGANIZATION OVERVIEW
Educare West DuPage puts into practice the latest science, research, and evidenced-based strategies to help vulnerable infants, toddlers and preschoolers build the skills they need to arrive at kindergarten safe, healthy, eager to learn, and ready for school.
Educare West DuPage is driven to inspire children to fall in love with learning, exploring and problem-solving. Educare West DuPage expects staff to put their early learning knowledge to work nurturing and engaging infants, toddlers and preschoolers, and to get parents involved in their child’s education.
REPORTING RELATIONSHIP
Finance Director
POSITION SUMMARY
Provide administrative and other finance and donor relations support to the Finance Director and other staff; manage financial and donor relations’ activities and outcomes, including reviewing and completing required grant forms and fulfilling other grant-related requirements. Ensure adherence to internal controls and implementation of fiscal policies and procedures required by federal, state and private funding sources, in line with the Single Audit. Manage and coordinate various aspects of donor relations activities including, but not limited to, internal event planning for philanthropic or other fundraising programs and initiatives.
DUTIES AND RESPONSIBILITIES
Finance
Child Adult Care Food Program (CACFP)
Child Care Assistance Program (CCAP)
Grants
Donor Relations and Fundraising
Ad Hoc Information Requests, Responsibilities
EDUCATION
Associates or bachelor’s degree in business, finance, non-profit management or related discipline, or an equivalent combination of relevant education and work experience required.
EXPERIENCE
At least three years’ experience in bookkeeping or budget management/tracking and administrative, event planning and coordination required, including budget tracking/coordination, grants management, and documentation. Experience preparing complex databases and processes for tracking and monitoring expenditures and other information preferred. Experience with federal, state, corporate and foundation grants management, and working in a nonprofit or government environment highly desirable.
The successful candidate must have the following:
ESSENTIAL SKILLS
Excellent organizational, time management, oral/written communication, and critical thinking skills required, including strong writing and proofing skills. Must be detail-oriented, able to handle a heavy workload, work both independently and as part of a team, maintain confidentiality, think strategically, coordinate and manage multiple projects simultaneously, and collaborate effectively with various internal and external staff, partners and others. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required, with the ability to learn and apply new technologies. Experience with donor management software including grant and gift tracking and mass mailing databases preferred. Weekend work and occasional travel may be required.
Manager, Finance and Donor Relations
Educare West DuPage
Full Time, Exempt Salaried
HOW TO APPLY
Send resume, with letter of interest to:
Human Resources
c/o Educare West DuPage
851 Pearl Road
West Chicago, Illinois 60185
OR
Please go to the Educare West DuPage website at https://www.educarewestdupage.org/careers.html
OTHER INFORMATION
Salary Range: Commensurate with experience
Position Description: Attached/Below
Educare West DuPage is an Equal Opportunity Employer
No phone calls, please.
ORGANIZATION OVERVIEW
Educare West DuPage puts into practice the latest science, research, and evidenced-based strategies to help vulnerable infants, toddlers and preschoolers build the skills they need to arrive at kindergarten safe, healthy, eager to learn, and ready for school.
Educare West DuPage is driven to inspire children to fall in love with learning, exploring and problem-solving. Educare West DuPage expects staff to put their early learning knowledge to work nurturing and engaging infants, toddlers and preschoolers, and to get parents involved in their child’s education.
REPORTING RELATIONSHIP
Finance Director
POSITION SUMMARY
Provide administrative and other finance and donor relations support to the Finance Director and other staff; manage financial and donor relations’ activities and outcomes, including reviewing and completing required grant forms and fulfilling other grant-related requirements. Ensure adherence to internal controls and implementation of fiscal policies and procedures required by federal, state and private funding sources, in line with the Single Audit. Manage and coordinate various aspects of donor relations activities including, but not limited to, internal event planning for philanthropic or other fundraising programs and initiatives.
DUTIES AND RESPONSIBILITIES
Finance
- Assist Finance Director in preparation and monitoring of organizational operating budget and grant budgets; work with Finance Director to prepare monthly financial, statistical, and variance reports and provide assistance with other budgets, as requested.
- Support Finance Director in the development and preparation of grant budgets, companion budget narratives, and other materials and forms.
- Maintain and organize budget files pertaining to grants and organizational operations.
- Provide support for coordination of travel arrangements and processing travel expense reports. Ensure timely preparation and completion of necessary documents and materials.
- Keep current on organizational and grant policies and procedures to ensure appropriate protocols are followed and accurate information is included when collecting, disseminating and processing information.
- Assist with preparation for year-end audit.
- Make weekly bank deposits of monies as needed.
- Review and enter approved bills into QuickBooks using full allocation coding; process for payment every week.
Child Adult Care Food Program (CACFP)
- Complete required forms on a monthly basis in order to process claims
- Review and update Master List binder, monthly format menus on a monthly basis
- Order meals for the children served on a monthly basis through Quality Catering
Child Care Assistance Program (CCAP)
- Collect parent co-payments from CCAP Specialists and enter information into QuickBooks biweekly.
- Reconcile parent co-payment amounts in QuickBooks and Child Plus, quarterly.
- Complete required reimbursement forms on a monthly basis.
- Enter and review Department of Human Services payments into QuickBooks.
Grants
- Print substitutes’ and Executive Director’s timesheets each payroll to determine allocation.
- Prepare monthly invoices of expenditures, and allocate payroll according to grants.
- Update monthly and individual projections for grants.
Donor Relations and Fundraising
- Assist with management of fundraising and donor relations initiatives and activities including development of goals and related metrics for activities, coordination of outreach and partnerships, event planning, dissemination of materials/information internally and externally, execution and follow up. Provide onsite event management as needed to ensure timely and accurate set up of materials, equipment, food, and more.
- Coordinate donor communications in collaboration with Executive Director and other staff, including emails, correspondence, and e-newsletters.
- Manage activities associated with annual appeal, capital campaigns and major gifts as directed by Executive Director.
- Assist Executive Director and other staff in prospecting corporate and family foundations and grant opportunities (private and public), as requested.
Ad Hoc Information Requests, Responsibilities
- Assist with information requests by gathering financial data and producing special reports from QuickBooks.
- Provide support to Finance Committee including attending monthly meetings and preparing meeting notes.
EDUCATION
Associates or bachelor’s degree in business, finance, non-profit management or related discipline, or an equivalent combination of relevant education and work experience required.
EXPERIENCE
At least three years’ experience in bookkeeping or budget management/tracking and administrative, event planning and coordination required, including budget tracking/coordination, grants management, and documentation. Experience preparing complex databases and processes for tracking and monitoring expenditures and other information preferred. Experience with federal, state, corporate and foundation grants management, and working in a nonprofit or government environment highly desirable.
The successful candidate must have the following:
- Ability to work with Office suite software.
- Fluency in QuickBooks or comparable accounting software.
- Ability to work and maintain confidentiality of highly sensitive and private information.
- Ability to manage a wide range of tasks, maintaining well organized and disciplined processes.
- Ability to work well with a wide range of people.
- Basic knowledge of and familiarity with financial requirements for tracking and monitoring state and federal grants.
ESSENTIAL SKILLS
Excellent organizational, time management, oral/written communication, and critical thinking skills required, including strong writing and proofing skills. Must be detail-oriented, able to handle a heavy workload, work both independently and as part of a team, maintain confidentiality, think strategically, coordinate and manage multiple projects simultaneously, and collaborate effectively with various internal and external staff, partners and others. Strong technical acumen with proficiency in MS Office (Word, Excel, PowerPoint) required, with the ability to learn and apply new technologies. Experience with donor management software including grant and gift tracking and mass mailing databases preferred. Weekend work and occasional travel may be required.
