Director of Finance and Operations | Commonwealth Academy
Carney, Sandoe & Associates
Type: Full Time
Alexandria, VA 22301
Director of Finance and Operations
The Director of Finance & Operations (DFO) plays a strategic leadership role at Commonwealth Academy in advancing the mission of the school. The DFO is a key strategic partner to the Head of School and Board of Trustees in all aspects of school finance and operations. The DFO leads all aspects of Finance (Accounting), Operations/Facilities, Human Resources, and Risk Management. The DFO is a member of the Leadership Team, attends all Board of Trustees meetings, and is the primary staff member of the Finance & Facilities Committee of the Board.
Essential Duties and Responsibilities
Overall - Driven by the School’s Mission and Strategic Direction
Analyzes the financial needs of the school including financial forecasting and financial strategy
Collaborates with the Head of School, Board of Trustees, and Finance/Facilities Committee of the Board to prepare monthly operating statements, secure and execute the annual audit process, oversee financial investments, and establish budget goals.
Supervises the finance and operations team in order to ensure financial stability for the School, overseeing purchasing, tuition billing and receivables, recording of gifts, banking relationships, payroll and benefits administration, and facility maintenance and operation.
Monitors loans or lines of credit.
Collaborates with the Head of School and Leadership Team to oversee the annual budget process and ensure that budget-to-actual reporting is up-to-date.
In consultation with the Head of School, develop recommendations to the Finance Committee for annual tuition increases, financial assistance budget, salary increases, and benefit plans/costs.
Establishes and maintains appropriate procedures and controls for all financial systems.
Ensures compliance with all government regulations including ADA, OSHA, IRS reporting, hazardous materials, fire/health, building inspections, and EPA issues.
Coordinates with appropriate school leaders to implement financial and operational risk management policies and maintain appropriate levels of insurance to protect the property and operations of the school.
Develops partnerships with the school’s various communities and represent the school at various regional, state, and national associations.
In collaboration with the Head of School and the Director of Admissions, analyze, review and approve individual tuition assistance awards.
Coordinates (if/when needed) planning, execution, and financing of major construction projects at the direction of the Head of School and Board committees
Participates in Board and school task forces and committees as needed.
Performs other duties as required.
Directs and Advises on all accounting activities including payroll, accounts payable, accounts receivable, cash, financial assistance, general ledger, purchasing, bank reconciliation, and the various systems associated with these functions.
Maintains compliance with GAAP accounting practices.
Reviews all vendor contracts.
Creates faculty and staff employment agreements.
Provides oversight for the annual creation of student enrollment contracts and enrollment process.
Coordinates with CA’s independent audit firm to ensure the process is timely and accurate and presents the final draft to Finance Committee for approval.
Creates and submits all required annual reports to the State and City.
Coordinates with CA’s retirement plan advisor to perform the annual retirement plan audit.
Serves as a key member of the school’s VAIS accreditation committee.
Operations and Facility
Serves as the school’s liaison with the landlord/property manager to ensure all facility needs are met. This includes day-to-day along with long-term maintenance needs that are the responsibility of the landlord, review of annual common area maintenance (CAM) reconciliation, and close review of any proposed lease amendments.
Coordinates with outside vendors for repairs such as plumbing, electrical, and minor construction projects.
Coordinates with various government agencies to insure the school is operating consistently with health and safety codes.
Serves as the school’s liaison with the school’s IT Contractor. This includes the annual budget preparation for technology (software, hardware, and infrastructure) needs and long-term strategic initiatives.
Oversees the school’s cleaning vendor/contract.
Serves as the school’s main contact for the Fire and Security Systems.
Prepares, coordinates, and oversees annual summer maintenance, This includes painting, deep cleaning, and other general repairs.
Ensures the school is in compliance with all federal, state, and local employment regulations.
Conducts annual evaluation of all employee benefits including medical, dental, vision, and other insurance, coordinates the open-enrollment period for employees, and ensures all coverages are accurate in all associated systems including payroll.
Administrates the employee retirement plan, including vendor relationships and ensuring compliance and fiduciary oversight when needed.
Reviews and revises employee handbook annually and communicates changes to employees.
Collaborates with the Leadership team for all hiring and is responsible to ensure all employee onboarding is completed in a timely manner.
Collaborates with the Head of School and possibly outside counsel on all employee terminations.
Manages workman’s compensation and unemployment insurance, programs, claims, etc.
Manages the school’s property/casualty, directors’ and officers’ liability, employment practices liability, and fiduciary liability insurance annual renewal process along with (when needed) the evaluation of potential new vendors. (Agent and/or carriers)
Collaborates with the Leadership team to ensure all of the school’s Risk Management initiatives are reviewed/updated annually
Insure all safety systems (fire, sprinkler, lighting, and security) are in proper working order.
Provide leadership and guidance for all school programs to ensure the safety of students and staff are a high priority.
Education and Experience:
Bachelor’s Degree from an accredited four-year college or university in Business administration, Accounting, or related field required.
MBA or related advanced degree strongly preferred
5+ years of experience in a CFO, Controller, Assistant controller, or Business Manager role required.
Experience with non-profits or independent schools is highly desirable.
Strong background in finance, budgeting, and cash management required.
Previous supervisory experience required.
Required Knowledge, Skills, and Abilities:
Ability to simultaneously manage a wide variety of issues, situations, and people.
Detail-oriented, with excellent time management skills.
Ability to be autonomous, self-motivated, and driven, as well as being a team player.
Outstanding communication skills - ability to communicate well with all constituents including the Board of Trustees, faculty/staff, parents, students, maintenance staff, vendors, and the general public.
Advanced technical skills including Google Suite, Word, Exel, Powerpoint, accounting software (Quickbooks a plus), and data management software.
Ability to master common automated systems and confidently learn new technology.
Open and collaborative management style.
A high degree of integrity and ethics, with an unwavering commitment to confidentiality.
Strong customer service orientation and ability to represent Commonwealth Academy in a professional manner.
Flexibility, maturity, and a good sense of humor.
Responsibilities of Every CA Employee
All CA employees are required to
Agree to uphold the mission of Commonwealth Academy.
Abide by all requirements, policies, and standards of conduct contained in the CA Employment Contract, CA Employee Handbook,CA Parent & Student Handbooks, and CA Crisis Management Manual.
Respond within a timely manner (within 24 hours) to any communication from a parent and/or CA Leadership Team member, faculty member, or staff member.
Participate in a PDP plan annually.
Participate in team meetings, Professional Learning Communities (PLCs), mandatory CA on-site Professional Development, and in-service training
Take all necessary precautions to protect the safety of staff, students, and clients; equipment; materials and the facility.
Perform other duties as assigned by the supervisor or Head of School, including but not limited to, weekly duty assignments, chaperoning, participation in field trips (day or overnight), assisting with or participation in school special events, and any other activities or tasks not listed in this job description
Interested and qualified candidates are invited to contact the consultants in confidence. Candidates will ultimately need to submit the following materials as separate PDF documents:
A cover letter expressing their interest in this particular position;
A current résumé;
A list of five professional references with name, relationship, phone number, and email address of each (references will not be contacted without the candidate’s permission) to: