Adaptive Sports Partners of the North Country

Director of Information and Finance (October 2019 - February 2020)

My title changed to Director of Information and Finance in 2019 to reflect our changing organizational structure. Changes in responsibilities are listed below.

Manage information, operations, fundraising, and finance functions of Adaptive Sports Partners of the North Country, a registered 501(c)(3) organization with an annual budget of $350,000, as they relate to participants, volunteers, services and members. Act as integral member of management team and report directly to the Executive Director.

  • Management of Nonprofit Financials
    • Analyze and present financial reports in an accurate and timely manner; clearly communicate monthly and annual financial statements; collate financial reporting materials for all donor segments, and oversee all financial, project/program and grants accounting.
    • Coordinate and lead the annual audit process, liaise with external auditors and the finance committee of the board of directors; assess any changes necessary.
    • Oversee and lead annual budgeting and planning process in conjunction with the ED; administer and review all financial plans and budgets; monitor progress and changes; and keep senior leadership team abreast of the organization’s financial status.
    • Manage organizational cash flow and forecasting.
    • Implement a robust contracts management and financial management/ reporting system; ensure that the contract billing and collection schedule is adhered to and that financial data and cash flow are steady and support operational requirements.
    • Update and implement all necessary business policies and accounting practices; improve the finance department’s overall policy and procedure manual.
    • Effectively communicate and present the critical financial matters to the board of directors.
    • Oversee Bookkeeper duties and responsibilities including training of accrual system, understanding of Statement of Monthly Activities (P&L), Statement of Financial Position (Balance Sheet), and chart of accounts, work schedule and assigning other responsibilities as necessary.
    • Deliver high level of support to company CPA.
    • Compile statistical reports for Board of Directors and Executive Director.
    • Assist in preparation of yearly budget.
    • Participate in development and maintenance of organization’s financial procedures, policies, and guidelines.
    • Record all donations (waived fee, in kind, and monetary) in the CRM system.
    • Create and send all Participant Invoices based on data, rates charged, and verification of whom to bill. Follow through with payments and waived fees.
    • Process Credit Cards, journal entries and perform corrections to ensure accurate records.
    • Act as Petty Cash Manager.
  • Fundraising and Events Coordinator
    • Plan and coordinate of ASPNC’s fundraising events.
    • Solicitation of sponsorship for monetary and in-kind support.
    • Directing of event timelines and associated staff and volunteer activities to ensure all elements of the event are delivered on time and in quality fashion.
    • Track revenue, expenses and budgeted forecast for all events (including hours spent on each event).
    • Production and oversight of all event materials (letters, invitations, posters, flyers, etc.).
    • Organize and complete event mailers.
    • Manage all event venue(s) and vendor relationships.
    • Manage volunteer event planning committees.
    • Orchestrate and execute event marketing and outreach.
    • Network and attend civic, business and social events to promote ASPNC

Information and Finance Manager (April 2018 - October 2019)

My title changed to Information and Finance Manager in 2018 to reflect our changing organizational structure

Information and Operations Manager (April 2013 – April 2018)

  • Manage information functions of the organization as they relate to participants, volunteers, services and members. Complete special data and information projects. Report to Executive Director. Act as member of management team.
  • Manage organization’s information systems:
    • Manage databases and filing systems related to participants, volunteers, services, and members including data collection, entry/update, and reporting.
    • Synchronize data across systems (Outlook, MailChimp, and various internal lists and spreadsheets). Prepare reports needed by funders, partners, Executive Director, and Board of Directors.
    • Assure accuracy of information and forms.
    • Revise participant, volunteer, service, and member forms and develop new forms as needed.
    • Develop new databases and filing systems as needed.
  • Manage the Venue Book System:
    • Trained Administrative Assistant to:
      • Take responsibility for system of assuring that up-to-date information on participants and volunteers is available at locations where adaptive services are to be provided.
      • Create and update Venue Books for use at each venue and for each activity.
      • Complete all processing of information in the Venue Books as they are returned to the office after adaptive service sessions.
  • Support fundraising activities:
    • Maintain up-to-date contact information on individual and organization contributors.
    • Work with Executive Director to prepare all necessary registration, data collection and fundraising websites/portals
    • Prepare post financial dashboard for Board of Directors and funders.
  • Maintain inventory of adaptive and office equipment and descriptions of needed new equipment.
  • Support Executive Director:
    • Participate in special projects involving data and information.
    • Complete copying tasks.
    • Handle messages and inquiries by callers, email correspondents and office visitors as appropriate.
    • Participate in general planning activities with Executive Director, management team, and Board of Directors.
    • Manage the general administrative office activities for the organization.
    • Process incoming and outgoing correspondence for the Executive Director and for the organization.
    • Maintain office files (hard-copy or paper documentation), as requested and/or as required in order to retain non-profit status of organization.
    • Provide information for regular activity reports to the Board of Directors.
    • Schedule individual and group meetings and activities.
    • Act as telephone and in-person receptionist for the organization’s office headquarters.
    • Inventory and order office supplies, equipment, accessories, and furniture.
  • Maintain participant database, including confidential health information, assessment data for service sessions, and contact information.
    • Create and maintain information forms.
    • Maintain volunteer information database, including contact information, volunteer hours, and training.
  • Support the Development Director:
    • Handle online inquiries for information and provide tours to visitors.
    • Assist with maintaining donor and prospect management database information, including recording and acknowledging contributions
    • Assist with maintaining the organizational website.
  • Supervise office volunteers, assigning and overseeing completion of projects.
  • Lead and manage special information projects for the organization, as requested by the Executive Director, including review and development of current and future information database(s) used by the management team and the Board of Directors.
  • Maintain inventory information for all equipment borrowed by the organization.
  • Contribute to the production and delivery of the monthly e-newsletter, social media sites, including Facebook, Twitter, YouTube and blog
  • Review and update ASPNC’s information on charitable giving websites, as well as sites maintained by other agencies as appropriate; including social media sites.
  • Participate in development and maintenance of operational guidelines.
  • Work with Development Director in various communication, fundraising, and community outreach activities. Act as spokesperson for the organization and complete outreach activities as requested.
  • Participate in general planning activities with Executive Director, management team, and Board of Directors. Help coordinate schedules with referral partners and venue partners on the Executive Director’s behalf.
  • Website review, development and update to keep it current or as requested by the Executive Director
  • Technology maintenance and training for the organization and make recommendations for replacement or repair as needed to the Executive Director.
  • Clean the office as necessary and take the recycling to the recycling center.
  • Special Olympics NH – register athletes, unified partners, and coaches so North Country United can participate in SONH events. Verify cost and confirm how payment will be made (Includes verifying paperwork received at SONH through checking Hightail dropbox and the reports on SONH)
  • Petty Cash Manager.
    • Create and revise forms to support this function, and assisted with development of the procedures.
  • Capture all articles and photos published about ASPNC for the organization's historical record
  • Record all donations (in kind or monetary) in the CRM system.
  • Write thank you notes, as appropriate.
  • Oversee all Accounting Procedures
    • Create and send all Participant Invoices based on data, rates charged, and verification of whom to bill. Update Accounts payable log. Give the Bookkeeper a copy of the invoice for records. Follow through with payments and waived fees.
    • Compiled statistical reports for Board of Directors and Executive Director.
    • Oversee Bookkeeper duties and responsibilities including training of accrual system, understanding of P&L, Balance Sheet and chart of accounts, work schedule and assigning other responsibilities as necessary.
    • Deliver high level of support to company CPA.
    • Process Credit Cards.
    • Process journal entries and perform corrections to ensure accurate records.
    • Assist in preparation of yearly budget.
    • Knowledge of Quickbooks Pro.
    • Oversee $300,000 budget.
  • Collect mail from the Post Office, date stamp and distribute as appropriate.