Chief Financial Officer / Chief Operations Officer

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Job description

Position: Chief Financial Officer / Chief Operations Officer

Organization: Villa Duchesne and Oak Hill School

Location: Frontenac, Missouri

OUR CLIENT

Villa Duchesne and Oak Hill School is an independent, Roman Catholic school in Frontenac, Missouri linked with 147 schools in 30 countries through the International Network of Sacred Heart Schools. Villa Duchesne is an all-girls program for grades 7 through 12 while Oak Hill is a coed elementary program for age 3 through grade 6.

OPPORTUNITY

Our client is seeking an energetic, innovative and entrepreneurial financial and operational leader for the position of CFO/COO that reports to the Head of School and manages all aspects of Finance (Accounting, Budgeting, Long Term Planning & Investment Management) and the daily operations for the school that include Information Technology, Facilities, Engineering, Security. The CFO/COO will join a dynamic leadership group and is the administrative liaison to the Finance and the Buildings and Grounds Committees of the Board of Trustees and attends Board meetings when required. This position supervises 15 people including direct supervision of the Business Office staff (Controller, Financial Services Coordinator and Manager of Human Resources), Facilities Supervisor, Housekeeping Supervisor, Technology Supervisor, Nursery Coordinator, and the school receptionist. The CFO/COO supervises all vendors held under a third-party contract, including night cleaning and food service personnel, and will work with the Head of School on all management of Construction projects.

GENERAL PURPOSE AND FUNCTION:

The CFO/COO is responsible for the quality of accounting and financial reporting of the School. The CFO/COO oversees all financial and operational functions of the School. This position advises the Head of School in matters concerning the current and future financial position of the School, legal and financial aspects of human resources, legal and financial aspects of vendor contracts and negotiations, current and future facilities, equipment and technology needs and all other business matters of Villa Duchesne and Oak Hill School. The CFO/COO oversees financial records of the school and supervises the facilities, tuition, payroll and benefit processing, monthly financial closure, food services and processes, nursery program, and technology functions of the School. The CFO/COO is responsible for implementing the Delegation of Authority as set by the Board of Trustees, including obtaining vendor bids and negotiating vendor contracts.

PRIMARY RESPONSIBILITIES:

FINANCIAL REPORTING RESPONSIBILITIES

* Review and develop monthly as well as quarterly financial statements for the Head of School and the Finance Committee and ascertain that financial policies and procedures are followed
* Review and ascertain that monthly financial statements are reasonable and that transactions are accurately reported
* Review reports provided by Financial Services Coordinator regarding student account balances, including tuition and other fees charged in Senior Systems and in SMART Tuition Management System
* Responsible for preparation of audited financial statements and securing the annual audit of the Schools financial records and financial positions
* Supervise the work of the Business Office staff to ensure an accurate, continuous record of the cash and financial position of the School

BUDGETING RESPONSIBILITIES

* Develop the annual operating budget with input from all Leadership Team members
* Develop tuition fee schedule recommendations for Head of School and Board of Trustees
* Review operating statements and advise Head of School and Finance Committee of budget variances each quarter
* Partner with Development Office on fundraising strategies and execution

TECHNOLOGY RESPONSIBILITIES

* Oversee the operation and maintenance of the School's network, all administrative software, and school-wide hardware
* Work with Technology Supervisor to develop annual technology budget for current and future needs of the School and capital expense schedule
* Assure technical services extend to technology integration
* Responsible for annual bidding and securing laptop leases
* Work with Technology Supervisor to develop technology fee schedule in conjunction with laptop lease recommendations
* Oversee the development and implementation of school-wide professional development in technology

FINANCIAL ASPECTS OF HUMAN RESOURCES AND COMPENSATION RESPONSIBILITIES

* With review by Head of School, the CFO/COO is responsible for human resource support to the School by:
* Responsible for payroll and benefit administration at the School including working with broker of record to coordinate the bidding of insurance benefits and the annual benefit renewal process
* Make recommendations for the continued improvement of benefit plan to value.
* Administration of faculty and staff contracts and job classifications
* Review certain aspects of semi-monthly and monthly payroll, including new hires and payroll adjustments
* Participates with all Leadership on faculty and staffing needs of the School
* Preparing annual salary and benefit budgets
* Responsible for administration of 403 (b) retirement plans
* Consult with School Attorney as needed on human resource issues

FINANCIAL AID/ENROLLMENT RESPONSIBILITIES

* Work with Director of Enrollment Management to direct all aspects of the financial aid program collaborate closely on enrollment strategy, market expansion in a competitive market, net tuition revenue and financial assistance tactics with review by the Head of School
* Develop timeline and correspondence with parents to ensure timely processing of requests
* Review requests and make recommendation to Head of School in accordance with school practices
* Work with families as requested to review their appeal and the Schools final determination of award
* Responsible for issuance of re-enrollment contracts; including identification of financial holds

ACCOUNTS PAYABLE RESPONSIBILITIES

* Review check requests and payments in accordance with policies
* Sign all checks, including review of supporting purchase documents

ACCOUNTS RECEIVABLE RESPONSIBILITIES

* Review aging reports and collection activity with Financial Services Coordinator and determine next steps where appropriate

PROVIDE UPDATES TO HEAD OF SCHOOL WHEN AN ACCOUNT MOVES TO COLLECTIONS CASH FLOW AND ENDOWMENT RESPONSIBILITIES

* Oversee all school purchasing, financial investments and banking activities
* Project utilization of Line of Credit and keep the Head of School and Finance Committee apprised
* Works with Investment Committee to select investment advisor, develop investment policy and review investment performance on a quarterly basis

Data and Strategy

* Ensures annual submittal of school statistics to NAIS and participates in National Business Officer Association (NBOA) surveys in order to gather peer school data and benchmarking.
* Monitor industry best practices, risks, opportunities; evaluate them for impact and make recommendations
* Create a Data Strategy and maintain a Dashboard that is reliable and integrates data points representing all facets of school operations and academics
* Model financial and other scenarios for use in strategic decisions
* Generate presentations for various audiences

FACILITIES MANAGEMENT AND CAMPUS SECURITY RESPONSIBILITIES

* Work with the Facilities Supervisor to manage short term facility needs assessment
* Develop long term facility needs and review with Head of School and Building and Grounds Committee
* Approve bids and contracts for facilities and equipment in accordance with purchasing policies
* Manage construction projects and contracts. (current $4M construction project)
* Maintain the safety and security for all School properties, students, staff and visitors and incorporate best practices in safety and security policies and protocol
* Develop security and operational policies and procedures, recommending security equipment and/or infrastructure enhancements as needed
* Implement building security and security protection measures, including disaster recovery and crisis response plans, in consultation with the Facilities Supervisor
* Supervise contracted cleaning company to ensure cleanliness and disinfection of school buildings
* Develops an Annual Plan for training all employees as needed
* Ensures Crisis Plan is current and communication methods are in working order
* Evaluates capital needs associated with access controls and security camera equipment and software systems

CONTRACTED SERVICES RESPONSIBILITIES

* Ensure the effective management of all contracted services including HVAC maintenance, night cleaning, food service, landscaping and systems/technology support

CONTRACTS AND INSURANCE RESPONSIBILITIES

* Ensure the effective management of reduced risk and liability to School operations
* Review insurance policies annually and consult with Building and Grounds Committee on coverages

FACULTY AND STAFF NURSERY PROGRAM RESPONSIBILITIES

* Work with the Nursery Coordinator on enrollment and staffing to propose to the Head of School each year
* Manage overall program specifics and assure policies and procedures are followed

OTHER RESPONSIBILITIES:

* Fully supports our mission-driven fund-raising and friend-raising activities when building a culture of philanthropy through participation in the annual fund and support of the Bonne Chance auction..... click apply for full job details