Job Details

Title: Chief Financial and Operations Officer

Reports to: Head of School

Primary Responsibilities: As a key member of the senior administrative team and the leader overseeing the school's finances and daily operations, the CFOO works in close partnership with the Head of School, the Board of Trustees, administration, faculty and staff, parents, and outside professionals to oversee and strategically manage the financial well-being and daily operations of the school.

Classification: Exempt; Full-Time; In-Person;12 months

Benefits: Generous benefits package thatcenters employee health, well-being, and quality of life (medical, dental, & vision; fresh, seasonal daily lunch options crafted by our in-house chef and Culinary Services team; access to unlimited coffee, tea, and breakfast staples; relocation stipend; retirement match (after two years); monthly public transportation reimbursement; professional development stipends for all employees; ~30 regular paid holidays*, ten sick days (accrued as per California law), and four weeks of personal vacation time accrued annually.

(*The CFOO follows the school's holiday calendar; while these periods are typically quieter and may be work-light or work-free, this leadership role requires availability for operational matters as needed and/or for emergencies.)

CFOO - Opportunity Statement

Responsibilities:

1. Strategic Financial Leadership

1. Partnership with the Head of School
   
   • Collaborate closely with the Head of School to ensure the short- and long-term financial health of the School, giving careful attention to the stated priorities in the strategic plan Lead With Love and, potentially, CAIS/WASC recommendations
   • Along with the other members of the Administrative team, champion the continuous implementation and improvement of our current strategic plan and help inform the design and implementation of future strategic plans
   • Develop and update the school's long-term financial model to provide guidance to the Head of School and board of trustees to support strategic decision-making
   • Provide sophisticated financial modeling for bold strategic initiatives
2. Planning & Budget Development
   • In collaboration with the Head of School and Board of Trustees, oversee the five-year planning and annual budgeting processes, including taking primary responsibility for the review of benchmarking statistics and other key financial analyses
   • Integrate enrollment projections, retention strategies, and demographic trends into comprehensive financial planning models
   • Ensure that all work in the Business Office is compliant with the law and aligned directly and specifically with the school's strategic plan Lead With Love
3. Board Partnership
   • Represent the Head of School in working through and communicating financial matters with the Board of Trustees in general and the Finance and Investment Committee in particular
   • Partner with the Finance and Investment Committee Chair to ensure that financial analysis is relevant and accurate and that all policies and procedures are followed closely.
4. Community Education
   • Educate and support the school's administrative team, faculty, staff, and parents so that they clearly understand the school's operating budget and finances

2. Financial Management and Reporting

1. Financial Operations
   
   • Ensure that the monthly close and related reporting are completed in a timely and accurate manner, also providing specific reports to school leaders so that they can track their spending
   • Work in partnership with the Finance and Investment Committee Chair and the school's investment managers to oversee the strategic investment of the school's endowment and reserves and ensure adherence to the Board's investment policy
2. Cash & Investment Management
   • Ensure that the School's cash is managed wisely and that operating reserves are invested in a fiscally responsible manner
   • Work in partnership with the Finance and Investment Committee Chair and the school's investment managers to oversee the strategic investment of the school's endowment and reserves and ensure adherence to the Board's investment policy
3. Analysis & Reporting
   • Develop and present a quarterly dashboard of financial strength indicators to present to the senior administrative team and Board of Trustees
4. Advancement Collaboration:
   • Work in close partnership with Executive Director of Institutional Advancement to ensure that the work of the Business and Advancement Offices is coordinated, accurately reported, and compliant with accounting standards, especially in a period of a major capital fundraising

3. Campus Transformation Projects

• • Work in partnership with Head of School to understand, articulate, and execute the vision of campus transformation projects and their connection to the strategic plan
  • Administer the cash flow model of construction projects, working closely with the Executive Director of Institutional Advancement and Construction Manager to ensure appropriate liquidity levels to execute plans
  • Act as main liaison with key partners (i.e. architects, land use attorneys, bankers) to ensure proper coordination and effective communication
  • Supervise Construction Manager to assist with any issues relating to the School's operations and program requirements during construction
  • Ensure proper communication of timelines, deliverables, and milestones on campus transformation projects to all school constituencies impacted by it
  • Inform the Finance and Investment Committee and Board of Trustees about the potential impact of construction projects as they relate to the finances of the School (cash flows and balances, balance sheet, investment funds, and statement of activities)
  • Participate as a standing member of core project teams, working closely with the Buildings & Grounds and Finance & Investment committees and Campaign Cabinet (as needed)
  • Ensure appropriate insurance coverage and high standards for safety during construction projects

4. Operations Leadership

1. Business Office Team
   • Supervise, inspire, and support Business Office team
   • Foster unity, shared purpose, and accountability, within the Business Office team
   • Build team capacity through cross training and professional development
2. Facilities Management
   • Supervise and work in close partnership with Facilities Director from Hines Building Maintenance (HBM) to care for all aspects of the physical plant (i.e. safety, security, repairs, and cleanliness)
   • Partner with Facilities Director on long-range capital planning, deferred maintenance prioritization, and building maintenance schedules
3. Culinary Services
   
   • Supervise and work in close partnership with Director of Culinary Services to ensure excellence, support, and safety in all aspects of the school's food service operations
4. Campus Security & Safety
   
   • Partner with Facilities Director & Head of School to maintain robust campus security protocols, emergency preparedness plans, and visitor management systems

5. Risk Management & Compliance

1. Audit & Tax
   
   • Support the Senior Accounting Director, chair of the Audit and Risk Committee of the Board of Trustees, and auditors in the annual audit and filing of all governmental reporting and tax forms
2. Risk & Insurance
   • Lead annual risk assessment review, attending to risk management in all aspects of school finances, personnel, and operations; work in partnership with the Head of School as a liaison to legal counsel, insurance brokers, auditors, bankers, etc. as needed
   • Oversee the School's insurance policies, with an eye toward risk management and cost containment
3. Policies & Compliance
   
   1. In partnership with the Head of School and administrative team colleagues, ensure the Employee Handbook is reviewed and updated annually to reflect changes in employment laws, changes in policies and protocols, etc.
   2. Ensure compliance with federal, state, and local regulations, including tax-exempt status, business licensing, and educational institutional standards
   3. Support CAIS/WASC seven-year reaccreditation process by ensuring financial operations, policies, and reporting meets accreditation standards (Self-Study due in 2026; Visiting Team in 2027)

6. Technology & Systems Management

1. Work in partnership with the Director of Technology to fund and sustain a robust infrastructure that supports the technological demands of the school
2. Lead, in partnership with the Director of Technology, an organized and successful transition to Veracross and support all back office systems (Docusign, Facts, etc.)

7. Board & Community Relations

1. Board Partnership
   • Serve as an ex-officio member of the Board of Trustees (and designated officer of the school) and Retirement Plan Committee (RPC)
   • Serve as administrative liaison to three committees of the Board of Trustees (Finance & Investment; Audit & Risk; Buildings & Grounds), working closely with the respective committee chairs on preparing agendas, minutes, etc.
   • Participate in and lead strategic work of the Board of Trustees by involvement in ad hoc task forces or discussion groups (i.e. compensation models, financial assistance, auxiliary revenue)
2. Community Communications
   • Develop and deliver annual presentations regarding the School's financial well-being and/or building projects to employees, trustees, and parent community (i.e. State of the School)
3. External Reporting
   
   • Gather and submit annual statistics in a timely manner to local, regional, and national organizations (i.e. CAIS, NAIS), independently generating thoughtful analyses as well as creating reports upon request of the Head of School and/or Board of Trustee

8. Other

• Perform other duties consistent with the above responsibilities

Desired Personal and Professional Qualities in the Chief Financial and Operations Officer

• • Takes pride in having a reputation for consistently outstanding work performance, authentic and meaningful relationships, and ethical behavior in a mission-driven and fast-paced environment
  • Has some experience of, or connection to, the importance of an educational mission that is devoted to girls and young women
  • Understands the importance of visibility in the school; remains engaged in day-to-day operations while empowering leaders to manage their areas of responsibility
  • Demonstrates professional maturity and personal warmth, with demonstrated ability to work effectively and sensitively with people from diverse cultural and economic backgrounds
  • Exudes a balance of gravitas and levity and a strong sense of self-excited and ready for participation on a dynamic leadership team
  • Acts as a culture carrier, fostering trust, transparency, and shared commitment to Hamlin's mission and Creed in all arenas
  • Leads continuous improvement of technology systems to enhance transparency, efficiency, and data-informed decision making

Required Professional Experience and Skill Qualifications

• • A minimum of ten years of progressively responsible financial positions in the academic, nonprofit, or for-profit sectors, including budget management, staff supervision, and strategic planning
  • Track record of strong and innovative financial leadership, as evidenced by robust work experience in developing and implementing programs and working effectively across an organization
  • Demonstrated excellence in financial modeling, scenario planning, and strategic analysis
  • Bachelor's degree required; MBA and/or CPA strongly preferred
  • Excellent oral and written communication skills, including the ability to present fiscal information and reports to the Board and other groups, both internally and externally
  • Ability to work well independently and collaboratively, managing multiple priorities, and meeting internal and external deadlines effectively and efficiently
  • Excellent interpersonal skills, including the ability to listen and be responsive to colleagues, families, trustees, business professionals external to the school, and vendors
  • Experience in managing, guiding, and developing high-performing teams, with an emphasis on joy, collegiality, and productivity
  • Advanced proficiency in Excel and financial modeling. Experience with accounting software Blackbaud's Financial Edge and Raisers Edge preferred. Comfort learning and implementing new systems

Work Authorization Requirements

• Clear the Department of Justice background screening (Livescan)
• Authorized to work in the United States (I-9)
• Provide health (TB) clearance (an update is expected every four years)

Work Environment

• The work environment characteristics are representative of those in a normal classroom/school setting that one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Work indoors in a standard office environment, computer lab, and/or classroom environment
• Some exposure to childhood and other diseases in a school environment
• May be required to work outside of typical work days and office hours to meet operational deadlines