Office Manager/ Operations Director- Ministry Strategy and Development
Seeds Wilderness Therapy works with families with troubled teens. Seeds is distinctly Christian and as such combines the best practices in therapy with the teachings of Jesus and solid discipleship.
This unique position will take vision from the Director/Founder- Dean Reynolds, and help to turn it into day-to-day operational reality. Additionally, this position will help strategize and develop the timeline to roll out new products and initiatives to advance the Kingdom of God, through Seeds Wilderness Therapy. The position will start as Office and Operations Manager, and will grow parallel to time with the company and trust with the Founder. As relational equity is built, this position will morph into Integrator/COO. (Integrator is a term from the book Rocket Fuel, by Gino Wickman, describing the leadership balance of Visionary and Integration. Faithful and a mature disciple of Jesus is a must, along with winsome leadership. As an example of this role, see the relationship between Aaron and Moses.
The Office and Operations Manager will work both onsite and remotely as required by the position’s duties. The role may have multiple direct reports and will work with the Executive Director, and department heads.
**Considering the two-year timeline and the move to Kalispell, Montana- please see this letter.
The duties and expectations include:
Integrator and Implementation
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- Read Rocket Fuel and do every single thing that it says. Discuss it regularly.
- Keep Seeds running at efficiency in consideration of spiritual, financial, discipleship, and therapeutic value. Help us define success. Triage and timeline tasks.
- Contribute to Strategy and Development.
- Set yearly and quarterly objectives with the founder. SWOT analysis, Plan and execute.
- Lead level 10 meetings. This is data and metric review, identifying problems- then solutions, and weekly action steps for each department.
- Communicate often and regularly for issues. What is the vision? What are the tasks and measurables? How would an employee know the ideal from real…excellency from mediocrity?
- Learn how to assertively and effectively “nag“ to get tasks done. Do this lovingly with a servant heart.
- Delegate and train. Think experiential learning. Give feedback and quarterly performance reviews.
- Pray for Dean… What are the most important things he needs to do? What are the things that you should say no to or are a distraction? Organization and personal assistant
- Always ask, what can you take off the director’s plate and delegate to others.
- Discuss threats and challenges with Director. Ask how the company should address them. Often share the problem with Director… and brainstorm a solution. Support departmental work… Field, logistics, clinical, marketing, office/finances, sales/admin
- In-service, field visits, training, or teaching as directed or requested.
- Paid prayer times. — corporate/deep work, intercession, listening prayer, personal
Office and Administrative
- Create documents, mail letters/cards, and filing system
- Maintain filing system and assist other departments in proper paperwork filing
- Maintain insurance certificates, annual survey renewals, audits, accreditation, and licensing processes
- Ensure proper documentation is complete and stored in the right location. (Working with Clinical and administrative staff.)
- Coordinate quarterly board meetings with the Executive Director and BOD.
Human Resources (Do… or Implement and Delegate)
- Oversees the hiring process and ensures that each position has an accurate job description.
- Utilizing BambooHR ensures all staff are properly onboarded with orientation, training, and background checks
- Delegate or Ensure the time tracking system is used properly.
- Meet or exceed the State licensing requirements for documentation for each staff member's file.
- Maintain the employee handbook.
- File critical incident reports. Access to the State TRAILS system to complete required communication.
- Implement the annual performance planning process.
- Manage coworker's compensation claims and keep a separate file indefinitely.
- Manage current and future benefits.
- Conduct annual staff feedback surveys and compile the results.
- Develop staffing by Recruiting, hiring, onboarding, coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results- as needed, while modeling Seeds values.
Financial and Accounting - in Collaboration with the Finance Department
- Produce (and review w/ Director) Profit and Loss statements. (Reports on the profit/loss and plan/budget vs actual)
- Setting up processes and procedures for invoicing, receipts, accounts payable, accounts receivable. Ensure all expenditures are tracked and coded, with proper documentation such as receipts, statements, contracts, etc. according to Seeds policy.
- Oversee bookkeeping functions and payroll processes
- Work with the Parent Coordinator to invoice parents and ensure payments are received
- Monthly account reconciliation including banks, credit cards, etc.
- Track contractor hours/jobs and assist in cutting monthly checks
- Assists in creating the Seeds annual budget.
Discipleship and Kingdom Advancement
- Work with pastoral and clinical staff for staff support and spiritual care.
- Pray regularly and seek the Lord- What does obedience to the Holy Spirit look like for Seeds.
- Advance Jesus more than we advance business.
- Support Director as an ‘armor bearer’ and prayer warrior.
Field and Staff Management
- Work through staff-level work alongside of the Field Director. Be able to sign off staff objectives as you have first done the work yourself.
Marketing/Outreach and Sustainability
- Oversee Marketing Department.
- Strategize and develop a plan for sustainability
- Suggest conferences and events for exposure, recruiting, and referrals.
- Coordinate outreach events with local churches
- Plan in implementation of strategic giveaways and therapeutic prevention. (How do we resource the church, and keep kids from needing Seeds Wilderness Therapy?)
- Strategize and develop fundraising goals.
State, Forest Service, and other Stakeholders Compliance
- Study existing legislation and anticipate new legislation, enforce adherence to requirements, and implement needed actions.
IT/Technical Support
- Recommend hardware and software solutions.
- Handle website maintenance and updates
- Expert user of Google G-suite software - e.g. doc, sheets, slides, calendar, etc.
- Ability to convert files from one format to another - MS office to Google doc, etc.
- Maintain file structure and update and maintain various databases.
Skills
- Experienced with Google apps
- Learn to use SWT’s technology platforms: Basecamp, Zoom, Donorbox, QuickBooks, etc…
- Customer Service
Qualifications/Experience
- 3 years in nonprofit leadership
- 1 years responsible for P&L
- 3 years ministry experience
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MBA or equivalent
- or 3 years of office administrative experience
- Attention to detail and problem-solving skills.
- Excellent written and verbal communication.
- Ability to work autonomously as well as part of a team
- Strong organizational and planning skills.
- Experience in wilderness therapy or counseling helpful
- Therapeutic experience preferred.
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Supports the company ministry values
- Seeds is distinctly Christ-Centered and it is important that all leaders are disciples of Jesus Christ and involved in a local church.
Compensation
- $$ Negotiable. Will be considered as 1/3 missional support (and 2/3 paid salary) to advance Seeds and/or earn a more competitive wage.