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Deputy Executive Director

2 months ago

Scottsdale, United States DC Ranch Association Full time

OVERVIEW:

This position reports directly to the Executive Director and leads and manages the operations of the Ranch Association. The ideal candidate has proven experience with HOA operations, board of director support, leadership and staff development, and resident engagement.


Working in collaboration with the Executive Director, the Deputy Director:

  • Oversees a team that provides services including community standards and modifications, community patrol and gate access, project management, landscaping and maintenance, and neighborhood services
  • Works to promote a governance style based on inclusiveness, mutual respect, consensus-building, and responsiveness to changing needs and opportunities
  • Develops and implements innovative community-building programs and initiatives designed to streamline operations and help DC Ranch remain a strong, active, caring community
  • Administers policies established by the Association’s Board of Directors.
  • Ensures conformance with the Association’s governing documents and all applicable local, state, and federal laws.
  • Ensures sound financial operation of the association and the delivery of timely financial statements.  
  • Develops annual budget and prepares reserve plan.
  • Manages contracts and business relationships.
  • Ensures proper maintenance, protection, and improvement of all Association assets.
  • Executes assigned responsibilities in an efficient, professional, and ethical manner.
  • Manages community activities and services to maximize resident satisfaction.
  • Reports on and manage grant awards providing necessary documents to guarantee continuance of the long-term success of future awards.  
  • Continues required maintenance related to the Firewise certification for the Community. 
  • Meets with residents, staff, governmental agencies, vendors, and others as necessary.
  • Actively promote DC Ranch’s community values, vision and mission
  • Provide support to the Executive Director on strategic planning, board support, operations
  • Supports the work of the Ranch Association Board by providing information needed for strong decision making and facilitating effective meetings.
  • Performs duties, long-range planning, and special projects assigned by the Executive Director


POSITION RESPONSIBILITIES:

  • Direct supervision of administrative and support personnel, landscape and maintenance supervisors, Director of Community Services, Director of Operations, and Director of Modifications and Standards.
  • Lead and/or participate in ranch-wide special initiatives such as strategic planning
  • Engage with Community Council counterparts to foster a strong working relationship, collaborate on team initiatives, and implement joint operational efficiencies
  • Coordinate the work of assigned committees which may include Sustainability Committee, Finance and Budget, Modifications, Firewise, and Policy.
  • Assess and evaluate programs and propose changes for improvement; gather resident feedback and align feedback with programs and initiatives.
  • Community Patrol and Gate Access: Responsible for the effectiveness, efficiency, and excellence of DC Ranch Association’s third-party contract for patrol and gate access services. Supervises the Community Services Department that manages the third-party contract.
  • Facility Maintenance and Landscape: Responsible for the effectiveness, efficiency, and excellence of DC Ranch Facility maintenance and landscape management. Supervises the Operations Department that coordinates landscape and maintenance services.
  • Governance: Responsible for ensuring that all CC&R’s, community standards, policies, and procedures are enforced in a timely and effective manner within the Arizona state statues for planned communities. 
  • Conformance: Supervise the enforcement of rule conformance with the residents in a timely, friendly, and professional manner. Provide day-to-day supervision to the Standards Department. 
  • Community Outreach: Responsible for overseeing the NVM program, informing and engaging residents and Neighborhood Voting Members (NVM) on key topics. Responsible for informing and engaging residents on the Association’s Board and conducting NVM election processes. Responsible for improving resident satisfaction for the Association services as measured by the resident satisfaction study. Ensure neighborhood budgets are communicated and managed.
  • Professional Services: Responsible for maintaining a productive, results-oriented relationship with contracted professional services, including community patrol and gate access, road maintenance management, legal, and insurance. 
  • Personnel:  Work with HR Administrator to ensure all managers with direct reports have up-to-date job descriptions and performance plans in place. Work with Executive Director to provide year end appraisals for direct reports. Recommend year-end salary increases and bonuses to the Executive Director for approval. Recommend organizational changes, hiring, and firing to the Executive Director for approval. Foster timely, friendly, and efficient exchanges between personnel and residents/visitors. Propose, develop and implement employee engagement, appreciation, training, and recognition programs to support a strong culture of professionals.
  • Annual Operations Budget Management: Propose and manage the DC Ranch annual operating budget to the highest degree of professionalism. 
  • Master/Neighborhood Assessment Methodology: Responsible for developing an equitable formula for Master and Neighborhood annual assessments which ensure positive equity. Recommend final assessment methodology (with input from the Finance Committee and supervision from the Board Treasurer) to the Board for approval. Participate in the development of and execute the policy/plan for Master and Neighborhood budget shortfalls. 
  • Reserves: Coordinate with Director of Operations and Director of Finance and Administration on the annual reserve study, budget, plan and tracking of projects.


KNOWLEDGE & ABILITIES NEEDED:

  • Strong experience with contracts, reserve studies, and legal concepts.
  • Strong understanding of and experience with financial tools, concepts, and management.
  • Superior leadership and personnel management skills.
  • Proven team building and motivational skills; fosters innovation and an environment of growth.
  • Service oriented, with a positive mental attitude.
  • Detail oriented with superior organizational and follow‐through skills.
  • Excellent analytical and problem‐solving.
  • Strong initiative; implements decisions expeditiously and thoughtfully.
  • Outstanding customer service skills and instincts. Able to foster a collaborative environment when serving both internal and external customers.
  • Must work well under pressure and able to balance multiple priorities to meet deadlines.
  • Self-motivated and self-managed with tact and diplomatic interpersonal skills and a high EQ.
  • Excellent oral and written communication skills.
  • A calm, patient, and professional demeanor in all circumstances.
  • Strong knowledge of and comfort with technology and business software.
  • Ability to learn and adapt quickly.


POSITION REQUIREMENTS:

  • Bachelor’s degree or equivalent experience.
  • A minimum of five years management experience in a large-scale community management environment.
  • CAI designations: PCAM (Professional Community Association Manager and LSM (Large-Scale Manager) designations preferred.