Works with the HF Board, Haskell Indian Nations University staff and faculty, local community leaders, the HF donor base, the HF staff, and others to carry out Haskell Foundation's mission to financially or otherwise support Haskell Indian Nations University (HINU) and its students.
ESSENTIAL JOB RESPONSIBILITIES:
Financial and Legal Compliance:
Approves all disbursement vouchers (check requests) to a third-party accounting firm, KINDRED, which issues all checks to vendors and third parties. (the HF employees have no check writing authority)
Helps ensure that all vendors are timely paid; helps reconcile any issues that arise with payments.
Reviews for accuracy and personally deposits into HF checking account all check and cash donations received. Monitors all payments received through digital means; e.g. PayPal.
Reviews all monthly Fund Balance Reports received from KINDRED. (the Fund Balance Report specifies the cash balances in the HF operating fund and the cash balances in all funds and grants managed by the HF.).
Determines, in collaboration with KINDRED, all changes, and modifications to the Fund Balance Report. All changes to the Fund Balance Report to be communicated to KINDRED by email, with copies of emails retained in the HF office for audit and review purposes.
Provide a monthly summary page of the monthly Fund Balance Report to HF Board
Works with external accountants and Board President and Board Treasurer to develop and review financial statements and 990 tax returns.
Develops and monitors annual Haskell Foundation operational budget
With a legal advisor, keep informed about changes in regulatory issues affecting foundations and/or nonprofits, transmitting information to the Board as necessary
Grant Management:
Respond to and monitor grant inquiries;
Report grant activity summary to Board on regular basis.
Collaborate and troubleshoot payment issues with the Principal Investigator and Program Director.
Ensure compliance with grant agreement and fund expenditures.
Ensure timely payment and recording of approved grants.
Grant Solicitations:
Solicit grant opportunities that support the mission of the HF.
Determine if grant opportunities will be managed by the Executive Director "in-house" or outsourced to a third-party grant writer (with Board approval).
Draft or review and approve all "letters of inquiry" seeking grant funding to the HF
For all grants approved for the benefit of the HF mission, properly track and provide interim and final reports as required by the Grantor.
Board Governance:
Plan board meetings with Chair, prepare and present "Executive Director Report" at Board meetings
As requested by Board, prepare occasional materials for discussion or dissemination.
Keep Board updated on important developments pertaining to HINU.
Provide Board monthly updates with respect to the monthly Fund Balance Reports received from external accountants, along with quarterly or annual Financial Statements received from external accountants.
Collaborate with Board President and Board Treasurer on filing annual 990 tax forms.
Assist the board in conducting research and making contacts for new or potential board members.
Staff Hiring and Oversight:
Supervises and supports Haskell Foundation staff with day to day responsibilities for the operations of the finance and administration, program, and development functions
Responsible for management, hiring/firing of staff, ongoing evaluation, for implementation of annual salaries in consultation with the board.
Provide ongoing training and mentoring for staff.
Communications and Public Relations:
Communicate with the local newspaper as appropriate, including handling reporter calls or questions regarding the HF or HINU.
Prepare news releases as appropriate.
Update Haskell Foundation website at least annually.
Promotion of Philanthropy and External Relations:
Maintain a visible profile for the Haskell Foundation in the community by participating in events, seminars, and conferences.
Ensure the publication of 3 - 4 "Newsletters" each year to be sent to Haskell athletic alumni identified within the HF donor database.
Ensure a consistent process exists to continue to add to the HF donor database.
Ensures that "thank you" letters or communications are timely sent to all donors, with Executive Director the signatory on most "thank you" communications.
Host and prepare materials for the periodic meetings with the "Friends of Haskell" - a group of prominent people of Lawrence with backgrounds in business, government, and education.
Represent the foundation to other foundations, philanthropic support organizations, and grantees.
Network in community and participate in partnerships/collaborative opportunities with other Grantmakers and nonprofit organizations, as appropriate.
QUALIFICATIONS:
Bachelor's degree plus the successful completion of various professional development courses.
Proven track record of success in a leadership position overseeing operations of an organization or program with exposure to foundations, while maintaining solid relationships with staff, board, donors, and community.
A minimum of three years of senior-level nonprofit organization experience is preferred.
Successful resource development, fundraising, and philanthropy experience.
Significant experience as a paid or volunteer leader at a not-for-profit organization.
Solid knowledge of accounting, budgeting, financial management, and marketing.
Extensive experience in leading the process of ongoing strategic planning.
Extensive experience in public speaking/public relations.
An entrepreneurial spirit, preferably including experience developing and implementing public-private partnerships to achieve community-wide social and economic goals.
PHYSICAL, MENTAL, AND ENVIRONMENTAL DEMANDS:
Physically mobile with reasonable accommodations
Respond to visual and aural cues
Excellent writing and verbal English language skills
Able to work in a fast-paced, stressful environment often accompanied by multiple tasks with varying deadlines
Able to lift and carry up to 10 pounds occasionally
Able to bend, reach, kneel, twist, and grip items while working at the assigned desk area
Manual dexterity and coordination to operate office equipment, personal computer, fax machine, and photocopier
Haskell Foundation reserves the right to make changes to the above job description whenever necessary.