Employment Opportunities

CFO/BUSINESS MANAGER

Position Description

The CFO/Business Manager is accountable to the Head of School and, working with appropriate trustee committees, manages the resources of Grace Episcopal Day School in support of the students and employees, so that they may achieve the highest possible degree of excellence in the arts, academics, and athletics.  S/he sits on the administrative team.  S/he is responsible for the planning, control, accounting and reporting of income, expense, contributed and invested funds of the school. S/he manages all activities designated as business office responsibilities including physical plant and grounds, risk management and insurance, transportation, employee compensation and personnel policies, facilities leasing, city, state and federal government compliance.

The CFO/Business Manager generally attends all regular business meetings of the board of trustees, in order to provide full, accurate, and complete management and financial information as necessary to assist the board in meeting its fiduciary responsibilities. S/he also attends all finance, property, risk management and benefits committee meetings and any ad hoc committees concerning finance, plant or compensation. S/he maintains professional relationships with the school’s banks, lawyers, auditors, investment managers, insurance carriers, architects, contractors, vendors, and government regulators.

Those reporting to the business manager include the facilities manager, maintenance staff and an office assistant.

RESPONSIBILITIES

 FINANCE

1. Prepares and reviews financial and budget statements, investment and capital project reports; makes presentations to the Head of School, board and committees as appropriate.  Keeps head and board informed as to the financial condition of the school.
2. Coordinates planning, execution and financing of major construction projects at direction of the Head of School and board committees.
3. Monitors all loans and indebtedness, including interfund loans and transfers.

 BUDGET

1. Assembles preliminary annual budget from departmental requests and estimates operating expense and income.
2. Establishes need and priority of requests in consultation with the Head of School, Director of Development, Director of Admission and Financial Aid, and division heads.
3. Collaborates with the Director of Development to articulate operating support targets as part of the annual plan.
4. Develops recommendations to finance committee for annual tuition increases, financial aid budget, and salary plan increments in consultation with the Head of School.
5. Prepares annual budget proposal for finance committee review and approval.
6. Insures that all expenditures are consistent with the approved budget, or that deviation from the budget is approved in advance by the appropriate authority.

 ACCOUNTING

1. Responsible for establishing and maintaining appropriate procedures and controls for all financial systems, in accordance with AICPA and FASB standards, and for supervision of accounting and bookkeeping personnel.
2. Supervises business office activities involving payroll, accounts payable, accounts receivable, cash, parent loans and financial aid, general ledger, purchasing, employee benefit administration, taxes and other accounting systems.
3. Coordinates annual independent audit including bad debt, confirmations, and legal contingency matters.
4. Insures compliance with all government regulations including ADA, OSHA, IRS reporting, hazardous materials, fire/health and building inspections, and EPA issues.
5. Supervises internal auditing of all financial and accounting systems.
6. Coordinates relationship with the school’s independent auditors and supervises preparation of work papers for annual audit.  Responds to auditor’s administrative recommendations in management letter.

 PERSONNEL MANAGEMENT

1. Establishes and supervises the administration of personnel programs and policies as they relate to hiring and termination procedures, time off, Workers’ Compensation, safety, training, performance, evaluation and compensation.
2. Provides appropriate information to Head of School for salary comparisons, both internal and external, including preparing employment contracts.
3. Supervises background searches on new hires.
4. Supervises maintenance and security of personnel records.
5. Assists the Head of School and the Board of Governors in establishing appropriate employee benefit programs.  Recommends changes to enhance benefits and/or reduce costs.
6. Supervises the administration of benefit programs.
7. Provides employee counseling regarding benefit programs available and methods by which employees may take advantage of such programs or file claims where appropriate.
8. Ensures that the school’s personnel policies support its programs and that the school’s actions regarding hiring, compensation, training, promotion and separation conform to state and federal requirements.

 STUDENT BILLING

1. Administers accounts receivable, parent loans, financial aid, and student contracts.
2. Responsible for oversight and collection of aged accounts receivable.
3. Works with parents on financial issues relevant to their children’s enrollment at the school.
4. In collaboration with the Director of Admission and Financial Aid, and the Head of School, analyzes, reviews and approves individual financial aid awards.
5. Administers tuition refund insurance program, including filing claims and dispersing funds.

 PHYSICAL PLANT

1. Supervises Facilities Manager in establishing and maintaining standards of plant housekeeping, maintenance, and repairs commensurate with the limitations of financial resources available with respect to the preservation of property, safety, the quality of students and faculty life, functional use and esthetic values.
2. Monitors establishment of priorities and schedule for timely completion of work.
3. Monitors routine purchases of the department and supervises negotiations and approval of major contracts, work in progress and payments.
4. Supervises the coordination and scheduling of facilities for both school activities and non-school groups and organizations.  Arranges for services to be provided and fees to be collected if appropriate.  Negotiates with other institutions on joint use of athletic and other facilities.
5. Supervises arrangements for major school events, including facilities and services.
6. Collaborates with the administrators, faculty and students in energy conservation and recycling projects.
7. Serves as the school liaison and coordinates planners, architects, engineers, and contractors for campus master planning and major new construction or remodeling projects under the direction of the buildings and grounds committee.
8. Identifies and manages preventative maintenance and capital project initiatives including buildings, mechanical systems, and equipment.
9. Supervises purchase and maintenance of appropriate office furniture, equipment, supplies and systems to support the administrative and educational needs of the school, including telephone, mail, duplicating, fax equipment, computer hardware and software systems and office supplies.

 SAFETY AND INSURANCE

1. Works with insurance advisors and brokers to insure that adequate, appropriate and cost effective insurance is in force, including public liability, property and casualty, directors and officers, and Workers Compensation.
2. Serves as liaison with the school attorney.
3. Coordinates with various government and insurance inspectors to insure that the school is operating consistent with health and safety codes.  Insures that violations are corrected in reasonable time and that necessary reports are filed in a timely manner.
4. Maintains vigilance for situations that could pose a safety or health hazard and recommends appropriate remedial action.
5. Insures that all safety systems are fully functioning and that the security systems are operating at the level specified and within the expectations of the school community.
6. Advises the Head of School of any situations which might have adverse safety or legal consequences for the school.

 AUXILIARY SERVICES

1. Administers purchasing of books and supplies for all departments.
2. Manages transportation contracts to adequately fulfill the needs of students, teachers and coaches.
3. Other duties as assigned.

SKILLS

Accounting, financial analysis, contract negotiation, verbal and written communication, management of salary/hourly personnel, project planning and management, basic understanding of mechanical, structural and electrical engineering.

QUALIFICATIONS

 Master’s degree in business administration, accounting, finance or general management or equivalent experience with minimum of five years.  Proven ability to relate to and work closely with diverse school constituencies.  Grace Episcopal Day School conforms to EEOC standards and best practices.

For further information please contact Helen Marter, Interim Head of School, at jobs@geds.org