Executive Director

Description

Executive Director, Respite Care Program
Williamsburg United Methodist Church
FLSA status: Non-Exempt, Part-time 26+ hours/week not to exceed 29

Position Description:
The Executive Director of the Respite Care program provides leadership and oversight to ensure the effective operation of program delivery and the organization’s financial stability. This position focuses on increasing organizational visibility, supervising day-to-day operations, and ensuring the program meets its objectives. The role requires a proactive, strategic leader who is committed to the mission of Respite Care.
The Executive Director is supervised by the Associate Pastor for personnel matters and has a reporting relationship with the Respite Board of Directors. The Board is responsible for setting program policies and procedures which the Executive Director is charged with implementing. This position is governed by the Personnel Policy Manual of the Williamsburg United Methodist Church as adopted by the SPPRC. This is a part-time job not to exceed 29 hours per week and includes limited benefits as identified in the manual. The Executive Director is expected to be on-site at the Church during the majority of the program’s hours at least 4 days a week. Attendance at off-site conferences is included in the total weekly hours.

Job Duties

Duties and Essential Functions–in order of priority
1. General Management and Program Oversight:
o (Generally 12 to 14 hours/week with 1.5 hours in Respite Care room)
o Supervise the Respite Care Manager’s administration of the program’s day-to-day operations to ensure it runs efficiently and effectively. Top priority is given to the safety, security, and well-being of program members within guidelines set by the WUMC Safe Sanctuaries policy and Respite Care guidelines.
o Lead and manage a team, providing guidance, regularly scheduled training, and support for staff and volunteers as needed. Supervise and evaluate the program manager and oversee all annual staff performance evaluations with the manager.
o Ensure compliance with all relevant policies, laws, and regulations governing the program including policies set by the Board.
o Maintain accurate, up-to-date records of program activities, participant engagement, and other relevant metrics.
o Prepare reports for the Board and stakeholders as necessary.
o Take a proactive approach to monitoring program performance and identifying areas for improvement.

2. Increasing Organizational Visibility: (generally 2-3 hours/week)
o Develop and execute strategies to enhance the public profile of the Respite Care program.
o Represent the organization in various community, media, and public settings to increase awareness with a target of one to two outside presentations per month.

3. Pursuing Multiple Means of Generating Prospective Members: (generally 2-3 hrs/wk)
o Create and implement initiatives to attract new members to the program, expanding the participant base and ensuring sustainability.
o Work closely with WUMC communications staff and board marketing and outreach teams to identify opportunities to engage potential members.
o Evaluate applicants and members to ensure they meet acuity guidelines and meet with care partners if a member needs to be dismissed due to falling below them.

4. Building and Maintaining Strong Board Relations: (generally 2-3 hours/week)
o Ensure consistent, clear communication with the Board of Directors.
o Provide updates on program performance, challenges, and opportunities at monthly board meetings or more frequently if required.
o Collaborate with the Board in setting strategic priorities and ensuring alignment with organizational goals. Bring recommendations to the Board for consideration and approval to enhance program operations and outcomes.
o Take responsibility for implementing policies and procedures established by the board.

5. Financial Oversight: (generally 3-4 hours/week)
o Collaborate with the Treasurer and Chair of the Board to prepare the annual budget. Ensure the program operates within financial guidelines.
o Work with WUMC financial staff and lay volunteers to ensure financial reports and statements are accurate and submitted on time.

1. Monitor, acknowledge, and record donations and sponsorships

2. Manage scholarship renewals and payments
o Maintain accountability for program spending and resource allocation to ensure financial sustainability consistent with board decisions and directives.

1. Review and verify staff timesheets

2. Review all expenditures on vendors, supplies, and petty cash

o Review program participant accounts and monitor payments. and work with WUMC financial staff to resolve issues. Review member invoices for accuracy.

6. Communications and Donor Relations: (generally 2 hours/week)
o Serve as the primary spokesperson for the organization, communicating the mission, vision, and values to diverse audiences. Seek new and ongoing opportunities for such community outreach.
o Work with the Respite Board Fundraising Committee to develop and maintain good donor relations
o Identify and execute opportunities for fundraising and grants as needed
o Work with WUMC communications staff and lay volunteers to ensure the production of clear, professional, and engaging written materials for both internal and external stakeholders. High priority is to be given to frequent, clear communications with member care partners regarding program updates.
o Promote Caregiver support groups and education programs

Skills Required

Core Competencies:
• Leadership: Ability to lead, motivate, and manage a diverse team, fostering a positive and productive work environment.
• Communication: Excellent verbal and written communication skills, including speaking confidently to large groups and tailoring messages for different audiences.
• Strategic Thinking: Ability to think strategically and anticipate organizational needs, proposing solutions to meet long-term goals.
• Problem Solving and flexibility: Skilled at identifying challenges and implementing practical solutions.
• Collaboration: Strong interpersonal skills and the ability to build relationships with a wide range of stakeholders, including Respite and other WUMC staff, board members, community partners, and program participants.
• Time Management: Able to prioritize tasks and manage multiple projects simultaneously in a fast-paced environment.
• Adaptability and flexibility: Ability to be flexible and adapt to changing priorities and needs within a dynamic environment. Be willing to consider and try new approaches.
• Decision Making: Sound judgment and decision-making ability to make informed choices and act with confidence.

Technical Skills:
• Financial Oversight: Demonstrate an understanding of non-profit financial statements and budgets, ensuring financial health and accountability.
• Record Keeping Systems: Proficiency with digital tools and systems for tracking program activities, membership, and financial records.
• Microsoft Office Suite: Proficiency in Microsoft Word, Excel, PowerPoint, and other software for daily tasks and reporting.
• Communication Tools: Familiarity with email marketing platforms, social media tools, and content management systems to support visibility and outreach efforts.

Work Schedule

Monday through Friday other than church holidays.
The program is open 12:00 noon to 5:00 pm.
The Executive Director is expected to be on-site during most of these hours, at least 4 days a week.
Total weekly hours are a minimum of 26 and a maximum of 29.
Remote or work from home schedules are not supported other than in rare instances and must be approved in advance.

https://williamsburgumc.org/respite-care/ 

Additional Info

• Key Requirements:
o Must be an effective communicator with strong written, interpersonal, and presentation skills. Must understand financial statements and relationships between member census and expenses.
o Must take a proactive approach in monitoring the program and bringing recommendations to the board for consideration and approval.
o Ability to work independently while also being a collaborative and accessible leader.
o Engages with WUMC staff and lay ministry leaders to strengthen congregational ties with the cornerstone ministry. Demonstrates a commitment to the mission and values of the Respite Care program.