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Berkeley, California
Sacramento, California
Palo Alto, California
San Juan Capistrano, California
BELVEDERE TIBURON, California
Berkeley, California
Berkeley, California
Posted: 02-Jan-23
Location: Monterey, California
Type: Full Time
Salary: Range: $130,000-$170,000
Required Education:
DIRECTOR OF FINANCE AND OPERATIONS
York School, Monterey, California
Full Time, Exempt
The Director of Finance and Operations (DFO) promotes the mission, standards, and policies of the School and provides leadership as these evolve and are evaluated. The DFO works strategically with the Head of School and Board of Trustees in managing the School’s resources prudently and safeguarding the School’s assets, ensuring the financial viability of the School for future generations. The DFO performs professional accounting work involving compilation, consolidation and analysis of financial data and establishes appropriate financial controls and procedures. The DFO maintains and fosters high ethical standards, integrity and respect for the school community in the conduct of the school’s business.
The DFO provides leadership and management of the School’s operating budget and finances and is responsible for the supervision, coordination, and administration of all aspects of the School’s Business Office, Plant and Facilities.
This position reports to the Head of School, is a member of the School’s Leadership Team, and serves as chief staff liaison to Board committees, including but not limited to, the Finance, Audit, Building and Grounds, and Investment committees; working closely with Committee chairs and organizing agendas and meeting materials and presenting at meetings.
PRIMARY RESPONSIBILITIES
Financial Planning:
- Provide school-wide strategic leadership, analysis and management of finances and operations.
- Project cash requirements and invest cash on a short term basis
- Establish a plan and schedule for the preparation of the annual budget that will permit the setting of the succeeding tuition at a Board of Trustees meeting early in the calendar year
- Coordinate and direct the preparation of the annual budget and financial forecasts, institute and maintain other planning and control procedures, analyze and report variances
- Build and/or maintain the School’s short- and long-term strategic financial models
- Oversee the administration of the School’s endowment; execute endowment and investment policy; implement investment decisions of the Investment Committee; and coordinate with the endowment consultants, investment managers, and custodians, ensuring effective endowment allocations, performance and reporting
- Cultivate banking relationships; manage debt and bond covenant compliance
- Prepare and monitor projected capital campaign cash sources and uses ensuring availability of cash for planned projects
- Ensure the school’s ability to adequately fund scheduled maintenance and long-term plant replacement
- Participate in the School’s financial aid decisions
Accounting, Reporting and Auditing:
- Responsible for compliance with all school, federal, state and local procedures and regulations
- Maintain the school’s system of accounts to ensure compliance with Generally Accepted Accounting Principles; oversee the books and records on all school transactions; assure the general ledger accurately reflects the school’s financial position
- Review the monthly financial statements and verify performance of necessary accounting procedures (journal entry preparation, accruals, balance sheet reconciliation, etc.)
- Submit monthly/quarterly financial statements for the Head of School, Finance Committee and the Board of Trustees; interpret reporting as needed
- Analyze current financial status in relation to current budget, and prior fiscal performance
- Monitor fundraising revenue data for reconciliation to the Development data base
- Prepare or have prepared, all County State & Federal tax returns
- Furnish internal and external accounting and cash reports as necessary
- Provide for the securing of an annual audit of the school’s financial records; prepare all necessary documents for the annual audit
- Maintain fixed asset ledger and determine and track depreciation for capitalized items
- Perform collection activities for accounts more than 120 days past due
- Provide leadership and expertise for the school for the appropriate accounting software systems
Employee Relations and Risk Management:
- Manage risk at the school to ensure the safety of personnel and students in their use of the facilities
- Maintain appropriate levels of insurance to protect the property and to cover the liability of the school
- Assist the Head of School with decision regarding salaries and benefits for all personnel
- Oversee the HR function – either directly or through a contract with an HR consultant or legal counsel
- Coordinate the creation and maintenance of an Employee Handbook
- Ensure compliance with State and Federal regulations and regulations of other accrediting organizations
- Oversee the new hire process including benefit eligibility and enrollment
- Manage the employee benefit program and provide input to the solicitation of bids for benefit services including medical, dental, & vision insurance, retirement plan, Health Savings Account, workers’ compensation insurance, and attendance records
Enrollment Agreements and Student Billing:
- Prepare and revise, as needed, the annual enrollment agreements; consult with legal counsel regarding contract contents
- Oversee the administration of accounts receivable, parent loans, and tuition assistance
- Responsible for oversight and collection of aged accounts receivable
- Work with parents on financial issues relevant to their children’s enrollment at the School
- In collaboration with the Assistant Head of School for Enrollment and Tuition Assistance and Tuition Assistance Coordinator and the Head of School, analyze review and approve individual tuition assistance awards
- Supervise the administration of tuition refund insurance program, including filing claims and dispersing funds
Physical Plant:
- Supervise physical plant staff in establishing and maintaining standards of plant housekeeping, maintenance, and repairs commensurate with the limitation of financial resources available with respect to the preservation of property, safety, the quality of students and faculty life, functional use, and aesthetic values
- Assure compliance with local, state and federal laws regarding public facilities. (Note: Though York is an Independent (private) school, in the eyes of the Federal government, it is a public facility subject to a number of regulations regarding Accessibility (ADA), hazardous materials and possibly even historic preservation.
- Establish near, intermediate and long-term goals for major capital improvements.
- Monitor the establishment of priorities and schedules for timely completion of work
- Monitor routine purchases of the department and supervise negotiations and approval of major contracts, work in progress, and payments
- Supervise the coordination and scheduling of facilities for both school activities and non-school groups and organizations.
- Supervise the arrangement for services to be provided and fees to be collected if appropriate.
- Negotiate with other institutions in joint use of athletic and other facilities
- Supervise arrangements for major school events, including facilities and services
- Collaborate with the administrative departments, faculty and students in energy conservation and recycling projects
- Serve 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 Building and Grounds Committee
- Identify and manage preventative maintenance and capital project initiatives including buildings, mechanical systems, and equipment
- Supervise 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
Supervision:
- Supervise the Senior Staff Accountant, HR and Tuition Assistance Coordinator, Accounts Payable Associate & Facilities Coordinator, Main Office Manager & Student Information System Database Manager, Plant Services Supervisor and Plant Services Associate
- Responsible for hiring, training, coaching, and performance measurement
- Conduct regular staff meetings to set Business Office and Facility Department goals and objectives and to resolve outstanding issues
Community Involvement:
- Represent the School at various regional, state, and national associations relative to the role of DFO
- Support the School and its leadership
Qualifications:
- Business or Accounting degree required, a master’s in business administration or similar advanced degree preferred
- CPA preferred
- Minimum 5 years senior-level experience in accounting, budget and planning management role ideally with both external audit and in-house financial management experience gained in a non-profit organization, preferably in independent schools
- Experience either as an employee or board member of non-profit organization; must be familiar with non-profit finance and accounting regulations
- Proven track record of success facilitating progressive organizational change and development within an organization
- Excellent judgment and creative problem solving skills including negotiation and conflict-resolution skills
- Strong mentoring, coaching experience to a team with diverse levels of expertise
- Entrepreneurial team player who can multitask
- Superior management skills; ability to influence and engage direct and indirect reports and peers
- Self reliant, good problem solver, results oriented
- Energetic, flexible, collaborative and proactive, a team leader who can positively and productively impact both strategic and tactical finance and administration initiatives
- Excellent written, oral, interpersonal, and presentation skills and the ability to effectively interface with senior administrative team, board of trustees, and faculty/staff
- Ability to operate as an effective tactical as well as strategic thinker
- Leadership skills to manage and support a small and versatile development department.
- Enjoy working with students, families, faculty, trustees, and other donors and friends of the school.
- Computer skills are a must with preferred experience with the Google application suite and Raiser’s Edge. Desire to learn current or new software is a necessity.
- The position occasionally requires additional hours outside of a typical work week.
- Experience with the management of multi-building facilities, utilities and maintenance of acreage of athletic facilities.
APPLICATION MATERIALS
Interested and qualified applicants should submit a:
- cover letter;
- resume;
- personal statement that describes the applicant’s values, strengths, and most relevant experiences as they relate to the responsibilities and goals outlined above;
- list of three professional references.
- Salary range: $130,000-$170,000
Send all materials in PDF format via email to doug@york.org. Please no phone inquiries. Applications will be accepted until the position is filled.
SCHOOL INFORMATION
Founded in 1959, located on scenic hillside terrain in California’s Monterey Bay area, York School is a college preparatory, coeducational, independent day school for grades 8-12. York is an intentionally small school with a rigorous academic program, exceptional faculty, and a distinctive campus culture. 76% of York’s faculty hold advanced degrees and the average class size is 15. www.york.org
EQUAL EMPLOYMENT OPPORTUNITY STATEMENT
York School provides equal opportunity to all employees and applicants for employment without regard to race, color, religion (including religious dress and religious grooming), gender, gender identity (defined as each person’s internal understanding of their gender), gender expression (a person’s gender related appearance or behavior, whether or not stereotypically associated with the person’s sex assigned at birth), sexual orientation, national and (or) ethnic origin, citizenship, ancestry, age, marital status, registered domestic partner status, military or veteran status, physical or mental disability, legally protected medical condition, sex (including pregnancy or perceived pregnancy, childbirth, breastfeeding, or related medical conditions) genetic information or characteristics, or any other characteristic protected by federal or state law or local ordinance.
