The Chief Operating Officer (COO) will be the hands-on strategic leader of Finance, School Operations, and Human Resources and will oversee the planning, development, implementation, and maintenance of Great Oaks’ business office and school operations functions. The COO is responsible for all the school’s financial functions and ensures that the ensuring that the school meets all state and federal compliance requirements. The COO is central to achieving Great Oaks’ mission by ensuring that instructional team members (i.e. teachers, fellows, academic support staff) are maximizing time spent with students and their respective families to ensure their overall academic success.
PRIMARY RESPONSIBILITIES: In collaboration with senior leadership, develops, implements, operates, maintains, and controls the essential Financial, Human Resources, and Operations of Great Oaks-Wilmington. Defines and implements key performance indicators and strategic objectives for the departments; facilitates measurement of those objectives and report the results to the senior leadership team. Drafts and implements policies and best practices to support achievement of objectives and required standards. Ensures availability of adequate and appropriate equipment, staffing, and systems; recommends additional staffing and services. Ensures compliance with federal, state, local, and organizational laws, regulations, guidelines, and best practices, including but not limited to tax laws, generally accepted accounting principles (GAAP), federal acquisition regulations (FAR), and cost accounting standards (CAS). Maintains knowledge of developments and trends in school operations, finance and human resources administration including technological advances for the department.
FINANCE AND ACCOUNTING Oversees Finance and Accounting operations With the Executive Director, develops the annual budget and manages revenue and expenditure targets Maintain audit readiness at all times by maintaining accurate and timely records of all transactions Leads the annual audit process of the school’s financial statements Responsible for Great Oak’s financial records, Participates in the review and approval process for all payables Oversees the cash management function Responsible for all school financial reports required by the Board of Directors, State and Federal Governments, Funders, and third-party auditors Provides strategic financial planning guidance to the Executive Director and Board of Directors Manages the receipt and filing all human capital and vendor contracts, ensuring that all employment and business relationships are appropriately supported and documented, Oversees and ensures the Bid and Request for Proposal (RFP) processes for the school Manage state and federal grant submissions
HUMAN RESOURCES Oversees the Human Resources operation Maintains accurate office records, including personnel files, contacts with full confidentiality as appropriate and required by law Develops and recommends the preparation of staff contracts under Board of Director guidelines Oversees and recommends the administration of employee benefits, within state standards and requirements Coordinate and manage the payroll process, including tracking staff absences and leave requests Manages the success factors performance management systems for non-academic staff
OVERSEE STUDENT RECRUITMENT Design and execute an ambitious student recruitment strategy Oversee the re-enrollment process Oversees new student student recruitment Meets recruitment targets as outlined in the student recruitment plan
GENERAL OPERATIONS Establishes and monitors procedures and processes to maintain accurate student enrollment records using eSchool Data Ensures enrollments and withdrawals are processed in a timely manner. Maintains the school calendar Oversee Operations Team in providing logistics support for community events (Report Card Day, Field Trips, etc.) Manages the procurement process, distribution of materials, curriculum, mail Manage IT/Communications contractors to maintain all hardware and software IT/communications needs Oversee the tenant-landlord relationship with the CEB Apprise the Executive Director of local, state and federal business-related legislation, policies and practices, compliance and other related matters that could impact school operations Implement and ensure functional guidance to team members who oversee summer, after school, before and after-school care, extra-curricular activities, transportation, facilities and lunch programs, as needed and appropriate. Manage community partnerships that enhance the student experience, including partnerships that provide external extracurricular, athletic, and academic opportunities
COMPETENCIES Prioritizes well and meets deadlines. Plans for and uses resources efficiently. Finds ways to reduce costs. Creates accurate and realistic budgets, tracks and adjusts budgets. Knowledgeable contributor to budget planning and resource allocation. Recognizes problems an d responds appropriately by gathering information, breaking down complex issues, seeking input from others, identifies causes, and makes timely decisions. Superb attention to detail and accuracy. Is committed to excellence, monitors performance, and continuously looks for improvements. Communicates well both verbally and in writing, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills.
PROFESSIONAL QUALIFICATIONS AND EXPERIENCE REQUIREMENTS Bachelor’s Degree required; Degree in business, accounting or legal preferred. 5+ years of successful operational and financial management experience. Experience working with urban, underserved youth strongly preferred Prior experience and proficiency financial and payroll systems. Multi-department budget development and management experience. Experience with financial audit processes. Development and management of organizational internal controls and audits. Experience in charter school operations preferred.
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