Executive Director Administrator

Job Description

Job Description

The Executive Director oversees daily operations, staff, fundraising and community partnerships, with a focus on building stability and hope for our guests. The Executive Director is part of a small, dedicated team entrusted with advancing the mission of GRACE House. This role requires hands-on leadership in all aspects of the organization

Fiscal Responsibilities

 Oversee the overall fiscal budget and program operations of GRACE House

 Prepare the annual budget with the Board Treasurer and present for Board approval

 Research and write grants for program funding

 Track financial support and funding streams

 Maintain an audit trail for all expenditures

 Provide accurate reports to grantors per funding agreements

 Complete reimbursement tasks for grants

 Manage staff benefit allocations and documentation

 Develop and maintain a financial policies handbook in collaboration with the Board Treasurer

 Coordinate and participate in fundraising efforts

Staff Responsibilities

 Communicate consistently with the Board, staff, and volunteers

 Collaborate with staff to ensure quality program services

 Develop, maintain, and implement a staff handbook of policies and procedures

 Recruit, hire, train, supervise, and evaluate staff; maintain accurate, confidential personnel records

 Develop and annually update staff job descriptions

 Conduct staff performance evaluations (3, 6, and 12 months for new hires; annually thereafter)

 Manage payroll and benefits twice monthly

 Provide ongoing staff development and training opportunities

Program Responsibilities

 Maintain accurate record-keeping and data collection for reporting and evaluation

 Review policies and procedures annually; recommend changes to the Board for approval

 Provide monthly written reports to the Board of Directors

 Build and maintain relationships with outside agencies; coordinate services aligned with the GRACE House mission

 Attend and actively participate in internal and external meetings, community events, and functions

 Prepare and maintain meeting minutes as assigned

 Educating the public about GRACE House and homelessness issues

 Collaborate with interagency teams serving guests

 Ensure timely distribution of communications to funders, volunteers, and the community through print, email, website, or other means

 Produce and distribute an annual report

Volunteer Program Responsibilities

 Develop, maintain, and implement a volunteer handbook

 Recruit and engage volunteers

 Provide regular updates to the Board regarding volunteer activity

Essential Functions

 Follow GRACE House policies and procedures

 Maintain professional boundaries, ethics, and confidentiality

 Provide on-call response as needed

 Oversee strategic initiatives in alignment with Board goals

 Ensure staff are informed about organizational progress, changes, and updates

 Stay current on best practices in shelter and homelessness services

 Promote a culture of accountability, autonomy, and personal growth for staff and guests

 Lead staff recruitment, training, evaluations, coaching, and—when necessary—disciplinary or termination processes

Qualifications

 Bachelor’s degree from an accredited institution or equivalent professional experience with supervisory/management responsibilities

 Minimum of 5 years’ senior leadership experience, preferably in affordable housing, mental health, or nonprofit management

 Proven success in fund development, grant writing, financial oversight, and resource development

 Experience working with diverse populations

 Ability to pass a credit and criminal background check

 Valid driver’s license and proof of car insurance

 Ability to perform minimal lifting

Necessary Skills

 Strong leadership and team-building ability

 Excellent oral and written communication skills

 Strong organizational and time management skills

 Grant writing and financial management expertise

 Record-keeping accuracy and attention to detail

 Proficient computer skills  Ability to work flexible hours as needed

 CPR and First Aid certification for adult, child, and infant (or ability to obtain within three months of hire)