Manager Foundation - Financial Operations and Gift Admin at Houston Methodist in Houston, Texas

Job Description:

JOB SUMMARY

At Houston Methodist, the Manager will plan, develop and coordinate the activities of the Gift Administration and Foundation Operations areas to ensure goals and objectives are accomplished. Will supervise the evaluation and accurate entry of all gifts and pledges received by the Foundation into the Raiser's Edge, monthly and annual reconciliation with Finance and produce financial reports. Will be responsible for pledge management and timely issuance of tax receipts to donors. Will also assist the Administrative Director, Advancement Services, with the development/implementation of Foundation-wide organizational strategies, policies and practices, departmental budget and costs controls, recruitment/retention and other operational functions.

The Manager assists in development and implementation of proper procedure and utilizes strong analytical and problem-solving skills, familiarity with IRS tax regulations and accounting and audit best practices. Incumbent will work closely with other HM divisions such as Finance, IT, Business Practices & Audit, HM leadership, Department Chairs and administrators/fund custodians in order to ensure fiscal accountability and compliance with government and/or institutional policies and procedures.

The manager position responsibilities include managing the daily work activities of the work unit/department staff, ensuring quality, productivity, functional excellence and efficiency while assisting management in accomplishing strategic and operational objectives. In addition, this position provides guidance to staff and is responsible for staffing, budget compliance, contributing to staffing decisions such as hiring and terminating employment, coaching and counseling employees on work related performance, and assisting in the development and implementation of policies and procedures to ensure a safe and effective work environment. This position also implements training, monitoring and operations initiatives that assure compliance with ethical and legal business practices and accreditation/regulatory/government regulations.

Three years of management experience in finance, accounting, banking and/or fundraising field. Experience in gift processing and Raiser's Edge preferred.

Requirements:

PRIMARY JOB RESPONSIBILITIES
Job responsibilities labeled EF capture those duties that are essential functions of the job.

PEOPLE - 25%

1. Performs management responsibilities of selection, scheduling, supervision, retention, and evaluation of employees in assigned Foundation financial department. Provides development and mentoring of staff. Meets or exceeds threshold goal for department turnover. Develops direct reports to perform these same functions. (EF)


2. Provides leadership and communication to maintain a competent and engaged employee group by conducting regular department meetings to review policies and procedures and operational matters, rounding on all employees, completing performance appraisals, conducting new hire feedback sessions, coaching/corrective counseling, and providing recognition/commendations to achieve desired outcomes. Provides timely guidance and feedback to help others strengthen specific knowledge/skill areas needed to accomplish a task or solve a problem. (EF)


3. Facilitates the promotion of teamwork within and between departments; participates and/or leads and facilitates department process improvements as needed. (EF)


4. Meets or exceeds threshold goal for department and/or system metrics on employee engagement indicators: action readiness score, tier level. (EF)


5. Collaborates with Foundation staff, fund custodians, department chairs and administrators, HM executives and physicians leaders, as well as Finance and other HM operational units for matters related to Foundation philanthropic accounts to ensure accuracy and regulatory compliance. (EF)

SERVICE - 20%

1. Plans and organizes day-to-day assigned Foundation Financial department operations, schedule and activities. Sets priorities and functional standards, giving direction to staff as necessary to ensure the best possible delivery of service and high customer/patient satisfaction. (EF)


2. Drives department service standards and activities to impact department and/or system score for patient/customer-based satisfaction, through role modeling and fostering accountability. Serves and actively participates on various entity committees as a voice for the assigned Foundation Financial department. (EF)


3. Manages department work flow, processes and daily activities in support of superior fiduciary oversight of philanthropic funds and department deliverables. (EF)

QUALITY/SAFETY - 20%

1. Ensures a safe and effective working environment; monitors and/or revises the assigned Foundation Financial department safety plan and/or any specific accreditation/regulatory required safety guidelines. (EF)


2. Uses and optimizes information systems to enhance operations; supports entity-specific performance improvement and data management/analysis functions. (EF)


3. Employs a proactive approach in the optimization of safe outcomes by monitoring and improving the department workflow, using peer-to-peer accountability, and identifying solutions via collaboration. Adopts lean principles in driving process improvements. Role models situational awareness, using teachable moments to improve safety. (EF)


4. Monitors self and employee compliance with policies, procedures, and System HR Standards of Practice and performs associated actions upon non-compliance (i.e., focal point review requirements, disaster plan, inservices, influenza immunization, wage and hour, standard hours, timely termination submission, timely timecard approval, etc.). (EF)


5. Monitors processes and deliverables for both flaws and potential enhancements. Assists in the implementation of any new software programs as well as ensures integrity of systems supporting the department. (EF)

FINANCE - 25%

1. Assists in the development of department budget and ensures that the department operates in a cost effective manner. Manages/audits department expenses within approved budget parameters, ensuring that the assigned Foundation Financial department meets the budgeted/flex revenue and/or expense targets on a monthly and annual basis. Develops staffing plans and schedules to meet department needs that reflect understanding of the importance of cost-effectiveness. (EF)


2. Implements department strategies to achieve financial target and staffing needs, developing others to do the same, through optimizing productivity, supply/resource efficiency, minimizing incidental overtime and overtime percentage, and other areas according to department specifications. (EF)


3. Ensures accuracy and compliance with institutional, Foundation, and regulatory policies and procedures as well as donor intent set forth in gift agreements and other documentation. Develops and maintains written documentation of Foundation and departmental policies and procedures. Ensure timely institutional financial closings in accordance with required deadlines.

GROWTH/INNOVATION - 10%

1. Identifies and implements innovative solutions for practice or workflow changes to improve department operations or other department-specific measures by leading unit projects and/or other department/system directed activities. Supports change initiatives, maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusts effectively to work within new work structures, processes, requirements or cultures. (EF)


2. Proactively evaluates processes; recommends and implements action plan(s) for change. Participates in the development and implementation of new procedures and the review and revision of existing procedures. (EF)


3. Identifies opportunities and takes action to build strategic relationships between one's area and other areas, teams, departments, and units to achieve business goals. (EF)


4. Seeks opportunities to identify developmental needs of self and staff and takes appropriate action. Ensures own career discussions occur with appropriate management. Completes and updates the individual development plan (IDP) on an on-going basis. Conducts conversations with staff on their development and IDP. (EF)


5. Evaluates the implementation and effectiveness of business plans, on-going and ad-hoc fundraising projects and initiatives, monitors progress and achievement of objectives, and identifies corrective actions as indicated. Provides leadership with decision support needed to make informed strategic decisions.


6. Stays abreast of best practices and/or changes in government and/or institutional policies and procedures department and ensures appropriate implementation. (EF)

This job description is not intended to be all inclusive; the employee will also perform other reasonably related business/job duties as assigned. Houston Methodist reserves the right to revise job duties and responsibilities as the need arises.

Qualifications:

EDUCATION REQUIREMENTS
Bachelor's degree in Business Administration, Accounting, Finance or in related field is required.
Masters in Business Administration is preferred.

EXPERIENCE REQUIREMENTS

• Three years of management experience within applicable field


• If Houston Methodist employee, two years experience leading teams may qualify candidate.


• Minimum five years experience in institutional advancement (fundraising, public relations, legal affairs, corporate administration or related administrative field).


• Experience working in complex constituent relations management and budget systems required.


• Raiser's Edge and PeopleSoft experience preferred.

CERTIFICATIONS, LICENSES AND REGISTRATIONS REQUIRED

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations


• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security


• Ability to effectively communicate through a variety of channels with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles; engages the recipient(s) and helps them understand and retain the message


• Demonstrates the ability to interact with others in a way that gives them confidence in one's intentions and those of the organization


• Ability to use appropriate interpersonal styles and techniques to gain acceptance of ideas or plans; modifying one's own behavior to accommodate tasks, situations and individuals involved


• Demonstrates leadership qualities and critical thinking through self-direction initiative and effective interpersonal skills and oral/written communication skills


• Ability to identify and understand issues, problems and opportunities, comparing data from different sources to draw conclusions; using effective approaches for choosing a course of action or developing appropriate solutions; taking action that is consistent with available facts, constraints and probable consequences


• Ability to work effectively in a fast paced environment


• Demonstrates flexibility and adaptability in the workplace


• Ability to use sound judgment and exercise discretion and confidentiality with all matters pertaining to personnel, donors and other constituencies.


• Knowledge of basic accounting polices and procedures.


• Strong analytical capabilities, including ability to evaluate complex prospect-related information, including demographics, financial information and ability to translate/transmit in a fast paced environment.


• Ability to work under pressure, balance many competing priorities and cultivate partnerships.


• Ability to effectively communicate and work collaboratively internally with fundraisers and externally with volunteers, donors and other constituencies.


• Strong change management, planning, execution skills and business acumen.


• Demonstrates the ability to guide and direct others in goal-setting.

SUPPLEMENTAL REQUIREMENTS

Work Attire	Yes/No
Uniform	No
Scrubs	No
Business professional	Yes
Other (dept approved)	No

On-Call*

No (for Non-Exempt or Exempt jobs)

*Note that employees may be required to be on-call during emergencies (i.e. Disaster, Severe Weather Event, etc.) regardless of selection above.

Travel**

May require travel within	Yes
Houston Metropolitan area

May require travel outside	Yes
of Houston Metropolitan area

**Travel specifications may vary by department.


Please note any other special considerations to this job: _________________________

Company Profile:

Houston Methodist is comprised of a nationally recognized academic medical center and seven community hospitals with a history of health care innovation. We have consistently been recognized by several national organizations as one of the nation's best places to work.

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