Director of Information Technology (IT)

Job Overview

This position is primarily responsible for:

1. Lead, understand, and adapt all technical aspects of the business, overseeing functional operations and strategic decision-making as it relates to technology. Work closely and respectfully with other directors, including the CEO, CFO, COO, and program directors, to maintain existing technology systems, processes, and procedures, and develop long-term plans for changes, improvements, and developments that both support ongoing operations and create new efficiencies and growth opportunities.

2. Direct and manage all technology security (i.e., cybersecurity) for internal operations and employees and standards and guidance for programs, including achieving and maintaining industry best practices for nonprofit organizations and maximizing protection for business continuity and resources, and technology resources.

3. Build, develop, and maintain a broad network of nonprofit and business technology industry relationships, including technology-adjacent business contacts. Utilize a strong network of contacts to gain insight and knowledge of market trends, opportunities, observations of blind spots, and connections for current and future growth, service collaboration, or networking for the benefit of the organization.

4. Lead technology training and knowledge sharing for RFS staff. Plan, maintain, and develop a consistent and long-term schedule of new and informative training sessions that support existing RFS staff.

5. Management of the Information Technology (IT) Team be responsible for the supervision, management, and career development of the IT team. Provide daily management to the IT team and lead regular 1:1 meetings and team meetings. Be responsible for evaluating the performance and hiring of IT team members, creating workflow plans, maintaining team schedules, and future planning.

Essential Functions

The Director of IT directs technology elements that cross into all areas of Rincon Family Services’ (“RFS”) business operations and strategy. The Director of IT must maintain a keen understanding of internal technology procedures, practices, functions, and service delivery elements while at the same time gaining a broad

understanding of industry trends and best practices, including practices and services provided by competitors or other service providers delivering similar services.

Technology security (cybersecurity), protection, and, when necessary, recovery and response to security breaches, are important functions of the Director of IT role. The Director of IT should fully understand, develop, revise, and improve, and maintain a comprehensive technology security plan for RFS. The Director of IT should understand and be available to delegate, direct, and manage all aspects of technology security functions.

A person in this position will know they are successful in this position when program operations experience continual up-time (limited downtime), program delivery improves due to technology-related efficiencies, procedural improvements, and implementation of system changes, and when RFS staff report positive feedback regarding the delivery of technology solutions.

As this position serves as a leader of the IT Team, in addition to supervision functions, this position is expected to understand and meet the same essential functions as the other IT Team members, and as needed, fill in for these roles when staffing levels require such a move.

Technology Oversight

• Oversee the development, implementation, improvement, and reporting of RFS technology strategies, adoption of new technologies, opportunities for enhancement or investment, and general care for system health. Manage and delegate process improvement, development, and implementation of technology enhancements and investments.
• Remain extremely informed and in tune with the latest technology, including sharing relevant information or opportunities with RFS leadership as they present themselves.
• Identify, develop, create, and improve technology support for RFS staff, including identifying new technology projects and improving existing technology efficiency and functionality. Create, develop, and refine technology project delivery procedures.
• In partnership with the senior leadership team, own the development and management of a list of future projects looking out 12-48 months in advance and aligning with the organizational strategic plan. Conduct pilot project tests with single program areas to ensure standard projects for full organizational rollout are understood and refined.
• Manage technology vendor contracts and ensure technology tools are meeting the current and future needs of the organization.
• Understand at a high level the technology resources used by RFS programs and staff members to act as the internal knowledge resource for how a program’s systems work together.
• Research and test existing and new technologies to maintain knowledge and an internal resource database regarding common technology resources used by RFS staff, such as knowledge of common
• database options, accounting systems, CRM tools, and other software or hardware technology resources.
• Enhance, maintain, and improve existing technology operation standards, such as preferred equipment that’s used by RFS staff, software that’s used internally, and methods and processes for service delivery to staff.
• Remain available and actively step in to address tier 3 level support needs, including taking on ownership and management of security-related incidents impacting RFS staff and delivering reports regarding a cybersecurity incident.
• Other duties may be assigned.
• Technology Security (Cybersecurity) Leadership
• Create robust security protocols for internal operations ensuring the highest level of security is always maintained throughout all RFS.
• Monitor information technology security news and occurrences, understand which RFS systems may be impacted by events or threats and inform programs or staff of actions taken to protect them, and inform them of the threat and our resolution. Provide regular security related updates to RFS leadership on a set schedule and as situations arise.
• Grow in information technology security knowledge and skills, obtain, and maintain relevant certifications or credentials to support the organization.
• Provide regular security awareness training and learning opportunities for RFS staff. Maintain a schedule of opportunities and planned future opportunities published in advance.
• Oversee program area security procedures and protocols, including oversight of phishing campaigns, penetration testing, and rollout of security tools, software, and hardware.

Industry Connections

• Continually build relationships with technology partners and collaborators to enhance breadth and depth of internal flexibility to take on new projects with partner support.
• Maintain robust relationships with other Directors of IT to understand how others solve problems, share challenges and ideas, and expand opportunities for internal growth and development.
• Gain insight from other competing or friendly nonprofit organizations to understand services offered and learn improvements for internal technologies or understand technology mistakes to avoid.

Knowledge and Thought Leadership

• Oversee, lead, review, and support improvements to internal knowledge resources and procedure documentation, including delegation of new procedures and practices. Support, assess, and refine the development and design standards for articles, management, and organization of articles. Direct article writing as well as delegation and coaching regarding specific article content writing to individual technicians as appropriate and provide ongoing maintenance of quality standards and consistency of content and design.
• Create and publish content that is useful to RFS staff regarding technology resources, improvements, efficiencies, and automation.
• Develop and conduct regular training sessions for RFS staff to share best practices, build new skills, and enhance technology utilization.
• Coach and mentor internal technical team members in building technical skills, challenging themselves, and growing within their roles to encourage increased confidence and independence.

Supervision functions

• Supervise all IT team members.
• Guide and instruct IT team members in their collaboration and cooperation with each other, including helping determine the best division of labor as well as continuously improving the quality and effectiveness of communication and collaborative teamwork among team members.
• Conduct weekly 1:1 meeting with direct reports to ensure tasks and assignments are tracking according to schedule. Provide counsel, coaching, and support with challenges, roadblocks, and delays, and likewise offer praise, celebration, and gratitude for milestones and successes.
• Conduct weekly team meetings, as needed, with all team members in support of information sharing, collaboration, learning, and idea-sharing. Present issues, share ideas, solve problems together, and celebrate each other's successes.
• Monitor usage of designated software task management tools and hold team members accountable for tool usage. Ensure regular documentation of activities, hours performed, and documentation of technology resources within assigned systems.
• Ensure all team members provide staff updates and communications, as established by internal protocols, to staff on all tasks and assignments, including reviewing all task updates to keep informed on progress.
• Technology Resources & Department Budget Management
• Develop budget forecasts for RFS IT areas, and maintain monthly, quarterly, and annual budgets, regularly reporting to the CFO and leadership and making adjustments as needed.
• Monitor expenses, ensure budget goals are met and manage the purchase of equipment and software.
• Regularly review budget SWOTs and make timely recommendations for adjustments for future quarters and fiscal years.