Associate Director of Operations, Pacific Islander Center of Primary Care E at Association of Asian Pacific Community Health Organizations (AAPCHO)

, , United States -

Full Time

Start Date

Immediate

Expiry Date

16 Jun, 26

Salary

100000.0

Posted On

18 Mar, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Accounting, Fiscal Management, Compliance, Quality Assurance, Financial Management, Reporting, Policy Enforcement, Supervision, Administrative Functions, Workflow Improvement, Project Management, Subcontract Management, Grant Management, Stakeholder Engagement, Budget Development, Communication Skills

Industry

Hospitals and Health Care

Description

Position/Role: The Associate Director of Operations, PI-CoPCE (ADO-P) is principally responsible for supporting the day-to-day operations and compliance of PI-CoPCE’s accounting, administrative, and fiscal functions. The ADO-P will contribute and provide leadership toward the quality assurance and improvement of financial management in support of PI-CoPCE’s strategic plan and portfolio of programs. This position is responsible for ensuring the timely and accurate delivery of financial statements and required reporting in accordance with the AAPCHO/PI-CoPCE MOU. The ADO-P will establish and enforce proper accounting methods, policies and principles, supervise, track and evaluate daily, monthly, annual accounting operations and fiscal functions for the PI-CoPCE associated projects and activities aligned with AAPCHO policies and procedures and recommend improvements as needed. Travel is required for this position. The primary responsibilities of the Associate Director are as follows: Administrative: (35%) Responsible for managing the administrative functions related to PI-CoPCE operations in alignment with AAPCHO policies and protocols. Provide communication to PI-CoPCE leadership and team regarding timeline and status project administrative requirements, including annual progress reporting, fund renewal applications, and program budget management. Creatively improve PI-CoPCE’s operational workflow and efficiency by assessing current practices, making recommendations to improve systems and procedures, and initiate and implement corrective actions. Confirms financial status by monitoring PI-CoPCE revenue and expenses; coordinating the collection, consolidation, and evaluation of financial data; and preparing special reports. Support PI-CoPCE project staff in the development of publication materials and resources for technical assistance and training designed for and with input from key stakeholders. This may include briefs, info-graphics, case studies, and other training tools/supports. Programmatic and Project Management: (55%) Assist in the compliance, management and processing of subcontracts with PI-CoPCE consultants, subject matter experts, and organizational partners. Manage the writing and submitting of required progress reports/updates to funding entities. Lead engagement with AAPCHO Membership and Subject Matter Experts to gain input on strategic priorities for AAPCHO’s T/TA programs and projects, and to develop and strengthen networks. Lead coordination with various community organizations, stakeholders, and government bodies (i.e. Ministries of Health) to develop, implement, and consistently improve public health programs. Managing and coordination of partner sites across the USAPI to build and support trust and increase program participation. Maintain knowledge of government contracts, foundation grants, and other funder requirements to assist in compliance with finance and administrative guidelines, deadlines, and audits. Participate in budgeting and fund allocation discussions, as needed, to ensure compliance with pertinent requirements (including but not limited to: reviewing, editing, and drafting responses to contractor terms and conditions; developing or facilitating the development of contract templates and other tools to be used by PI-CoPCE and AAPCHO teams). Oversee accounting practices for the expenditure of funds, which includes payments for eligibility and drawdowns from program expenditures; work closely with project staff and subcontractors to complete monthly and quarterly reconciliations for PI-CoPCE grants and contracts management. Inform and improve standards of procedures, project workflow, compliance, and efficiency in operations for PI-CoPCE. Other duties as requested by PI-CoPCE leads and Deputy Director. Development: (5%) Support the identification of opportunities for PI-CoPCE’s programs and initiatives aligned with the strategic plan and priorities. Assist in the drafting and editing of grant proposal budgets and advise on other operational related components. Support coordination and collaboration of PI-CoPCE leadership and AAPCHO’s Director of Strategy and Impact regarding funding opportunities. General Agency (5%) Foster an environment that promotes trust and cooperation amongst staff, management, members, partners and clients. Attend staff, management, and program meetings, and staff retreats. Participate in agency functional teams and ad-hoc committees. Participate in activities promoting the mission and vision of both organizations. Actively participate in planning agency-wide activities such as quarterly and annual retreats, volunteer activities, holidays, and other events. Represent AAPCHO & PI-COPCE in meetings and conferences, as appropriate. Provide logistical support on organization activities as needed. Perform other duties as requested by the PI-COPCE Leadership, Deputy Director and Executive Director. QUALIFICATIONS: Motivated, resourceful, and flexible individual with ability to manage multitasking. Fast learner comfortable working individually and as a team member in a fast-paced and changing nonprofit environment. Bachelor’s degree or minimum of five to seven years of relevant professional experience in accounting, financial management, business management or other related field. Experience with grant-based accounting, fund accounting and fiscal grants management of federal and nonfederal funds and regulations. Extraordinary detail-oriented with excellent organizational and strategic planning skills, with the ability to assess, prioritize and manage a varied and demanding workload under pressure and with tight deadlines, while maintaining a high bar for quality. Experience in developing and grants management of federal subrecipient contracts. Experience in development and oversight of consultant contracts, vendor contracts and negotiations. Experience in budget development and reporting. Experience with training, process development, process improvement and program management Possess excellent written and verbal communication skills, with ability to convey accounting/finance/payroll and HR information in a simple and clear manner to non-accounting/finance staff and stakeholders. Possess excellent organizational skills, creative problem solving and leadership skills. Experience working with nonprofit organizations desired. Proficient with Microsoft Office applications, Google Suite, and QuickBooks, Mac OSX and management and conferencing technologies (e.g., Google Documents, Cisco Webex, Go-to-Meeting, Zoom, etc.) preferred or willing and able to learn quickly. Must support and demonstrate ability to lead and implement the mission and goals of AAPCHO, with a commitment to upholding the values of AAPCHO.

Responsibilities

The Associate Director of Operations is principally responsible for supporting the day-to-day operations, accounting, administrative, and fiscal functions of PI-CoPCE, ensuring quality assurance and compliance with strategic plans and reporting requirements. Key duties involve managing administrative workflows, overseeing programmatic and project management aspects like subcontracts and progress reports, and supporting development efforts.