Director, Finance & Operations

Job Summary

This position is responsible for overseeing the financial, personnel, facilities, cleaning and food service functions of the Seminary programs. This position works with each program administrator of Kenrick-Glennon on these issues, to meet the daily need of the seminary, working within an established budget. This position works with the Archdiocesan Finance Office to meet payroll, accounts payable, accounts receivable, and the external auditor's needs. This position helps prepare the Seminary budget in consultation with program administrators and staff for presentation to the Finance Committee of the Board of Trustees. This position reports periodically on the status of the Seminary budget to the administration and staff, the Archdiocesan Finance Committee, and the Board of Trustees. This position is appointed by the President-Rector and is immediately responsible to the President-Rector. He is ex officio a member of the Administrative Council.

Job Responsibilities

Revenue/Expenditures
1. To properly record and account for all revenues and expenses incurred and/or received by the Seminary programs.
2. Update administrators monthly on the status of their revenues and expenses, providing detailed analysis on variances when needed.
3. Work with with the Archdiocesan office of risk management to maintain adequate insurance coverage for personnel, programs, and facilities.
4. Facilitate the presentation of an invoice to present students each semester concerning their financial obligations.
5. Process payroll time sheets and accounts payable.
6. Serve as staff lead for Finance Committee meetings, including preparation of Committee materials, meeting minutes, and follow-up tasks

Personnel Administrator
1. To maintain administrative records as required by the Seminary, external auditor and governmental agencies.
2. Assist the program administrators in making their recommendation to the Rector regarding the hiring, promotion, demotion, or termination of employees.
3. To keep current and oversee the implementation of employee policies and procedures.
4. Collaborate with the Academic Office to create, distribute and retain contracts for the faculty and adjunct professors.
5. Ensure the yearly review and update of staff job descriptions.
6. Provide the day-to-day management and supervision of the office members, maintenance, facilities staff members. This position is responsible for the training of all staff members supervised.
7. Organize and oversee regular meetings with supervisors to facilitate cooperation and communication.
8. To organize and oversee the ordinary daily operations along with special events.

Operations and Kitchen Administrator
1. Ensure that suitable yet cost effective plant and kitchen operation is maintained to meet formation, academic and residential needs.
2. Communicate and resolve issues/concerns/needs of the Seminary with any external vendor or service contractor.
3. Monitor, in collaboration with the Facilities Manager, the cost-benefit status of all contracted services (waste, cable, mail services, …)
4. Assist the supervisors in promoting and maintaining a safe work environment.
5. Oversee the security of the seminary, cooperation with community law enforcement agencies.
6. Maintain the integrity of the key and combination lock program.
7. Assist the supervisors in planning and documenting preventive maintenance programs.
8. Prepare and implement contingency and emergency facility procedures if evacuation is necessary.
9. Evaluate the cost-benefit of performing services in-house or on a contract basis. To assist in the evaluation of establishing service agreements with providers of essential functions for the operation and maintenance of the Seminary.

In addition to the above duties, the Director of Operations and Finance is to perform other tasks that may be assigned by the President-Rector.

Job Requirements

A minimum of a bachelor’s degree preferred, five years of broad, relevant professional experience with leadership position in office operations, financial reporting, facility operations and maintenance.

Skills & Attitudes Required for Success in Job:
1. Must work collaboratively with staff to facilitate mutual cooperation and communication.
2. Must direct staff in the efficient operations and maintenance of the facility.
3. Demonstrate the ability to listen, to exercise mature and independent judgment, to build consensus and make decisions.
4. Must demonstrate an ability to set standards and communicate with staff at all levels.
5. Demonstrate knowledge of good management practices.
6. Excellent written and verbal skills and overall computer skills knowledge and experience.
7. Requires knowledge of and adherence to Catholic beliefs and practices.
8. Requires knowledge of Catholic Church organization and structure.