BHHS Legacy Foundation

Vice President Business Operations

360 E. Coronado Rd., Suite 100

Phoenix, Arizona

bhhslegacy.org

Company Description: BHHS Legacy Foundation has supported organizations that enhance health and quality of life in the Greater Phoenix area and the Tri-State region of northern Arizona for over 20 years. They continue to accomplish this by funding grants to nonprofits with health-related programs, nurturing collaborative partnerships, and raising funds through Legacy Connection to support community organizations. To date, BHHS Legacy Foundation has invested more than $150 million in nonprofits to support programs in our communities.

Mission: BHHS Legacy Foundation works to help communities in ways that make them healthier for everyone. Their goal is to improve the population’s health and prepare the state’s workforce through highly effective programs and services. The focus areas guiding the mission include:

• Increase Access to Healthcare
• Improve Community Health
• Expand Arizona’s Healthcare Workforce
• Strengthen the Community                   

Budget size: $8 Million

Asset size: $150 Million

# of total Employees: 13

Reports to: CEO, BHHS Legacy Foundation & CEO Legacy Connection, Gerald L. Wissink

Direct Reports: Administrative Specialist, Project Specialist/Security Officer

Position Description:  Provide services to the Foundation/CEO in the areas of business operations administration, property management, tenant relations, and serve as Human Resources Director (privacy officer and HIPAA compliance officer), as well as involvement with Foundation fundraising projects and donor relations.  Manage the day-to-day business operations of the Foundation; develop, recommend and/or implement policies and procedures; Serve as contact person for the board of directors, donors, tenants, building management, contractors, and vendors.  Supervise the program Administrative Specialist and Project Specialist. Perform confidential administrative functions for the Foundation CEO and board of directors, including information liaison, meeting/event planner and travel coordinator.

Responsibilities:

Business Operations:

• Serve as Board Assistant Secretary to function as signatory on contracts and other legal documents as assigned by the CEO in his absence and/or when directed by the CEO.
• Manage the business operations of the Foundation; serve as point of contact for the board of directors, donors, current and prospective tenants, property management company, contractors, and vendors. 
• Manage and negotiate contract renewals for office services and equipment leases.
• Write Lease Summaries and/or revisions to lease documents for new leases and write amendments to leases for tenants renewing their lease. eases.
• Collaborate with contractors and outside service providers identified by the CEO for on-site projects and improvements (building contractors, movers, electricians, painters, computer, and telephone technicians). Obtain bids when directed and review with CEO for approval.  Assist CEO with oversight of projects and expense compliance.
• Communicate with property management company relating to maintenance, security, and tenant improvements and attend periodic property management meetings as Foundation representative.
• Work with property management company to identify operations funding needed for vendor payments, contractor draws and operating reserve funds. Prepare check requests and documentation for same. 
• Review insurance binders required by tenants, contractors, vendors.
• Supervise the Administrative Specialist and Project Specialist. Collaborate with the Grants Manager, Sr. Vice President – Program Development, and CEO regarding their workload priorities.
• Approve office supply purchases. Review all invoices for correctness and recommend approval to CEO prior to payment.
• Manage the Foundation Imprest checking account: prepare checks for signature and provide receipts of purchases. Balance the check book and replenish account periodically. 
• Review Administrative Specialist submission of Foundation Petty Cash for reimbursement to accountant.
• Review corporate credit card purchases prior to submission to accountant. 
• Supervise the record keeping of investments.
• Plan and attend the annual board of directors’ strategic planning meetings. Conduct site visits to select annual meeting location. Negotiate contracts for accommodations, banquets, audio visual, entertainment, recreation, and travel. 
• Collaborate with the Grants Manager and Administrative Specialist in the preparation of all board and committee meeting materials to ensure quality of product and timeliness of completion.
• Plan and attend Finance/Investment Committee and Boards of Directors meetings.
• Represent the Foundation at community functions when requested. 
• Assist CEO with coordination of his schedule.
• Perform confidential administrative services for the CEO and board of directors.

Human Resources:

• Prepare and maintain payroll, system input, and reporting requirements.
• Maintain Foundation staff personnel files, benefits records, and related spreadsheets related requirements.
• Transmit biweekly payroll, adjust employee deductions, hours, spending account reimbursements, as necessary. Review payroll reports and review for correctness.
• Prepare and transmit 401(k) statistics on a biweekly basis.  Prepare check for 401(k) trustee.   Assist employees with 401(k) forms and processing withdrawals and/or changes to their account.
• Monitor and verify monthly invoices from providers of health plan, LTD/STD, Group Life, and dental plan and submit for payment.
• Negotiate with brokers/providers the annual healthcare and dental plan renewal to identify changes to plan and/or rate increases before submitting to CEO for approval.
• Prepare and distribute health and dental plan renewal documents, 401(k) Plan, Safe Harbor, Medicare, and Flex Spending notifications to employees, as well as implemental renewals on the ADP Payroll system.
• Prepare and submit reports annually to Worker’s Compensation, Medicare, 401(k) Plan administrator (TPGR Daily). Assist Financial Consultant and CEO with documentation needed to prepare Form 5500.
• Collaborate with outside legal counsel to maintain compliance regarding Affordable Healthcare Act changes.
• Conduct new employee orientations and provide information/explanation of employee benefits.
• Administrator for E-Verify. Perform E-Verify verification entries and confirmation of new employees.
• Implement HIPAA privacy rules as applicable and serve as privacy officer for the Foundation.

Position Parameters:

Excellent oral and written communication is essential. Must be able to manage and coordinate multiple projects with tight deadlines, analyze complex situations, and resolve problems. Position is subject to confidentiality/HIPAA requirements. Manual dexterity and visual acuity required to operate office equipment, such as computers, calculators, telephones.

Qualifications:

Bachelor of Arts degree preferred. A minimum of two years of college and/or a combination of college level courses and a minimum of five years of experience working for a CEO level executive as a business/office manager with supervisory experience is required. Computer skills using Microsoft Office programs required.

Location: 360 E Coronado Rd #100, Phoenix, AZ 85004

Why consider the opportunity?  

• BHHS Legacy Foundation strives to create health equity across the state of Arizona and the Tri-state region.
• Be a part of a passionate and engaged team taking a well-established and highly reputable organization to meet future challenges.
• With a direct line to both the CEO and all ancillary partners, this position is highly visible and impactful!

For more information, please contact Haley Dagit from Duffy Group - DO NOT contact BHHS Legacy Foundation directly: