Chief Administrative Officer

3 weeks ago

Saint Louis, United States CHADS COALITION FOR MENTAL HEALTH Full time
Job DescriptionJob DescriptionCHADS Coalition for Mental Health is a non-profit organization whose mission is to save young lives by advancing the awareness and prevention of depression and suicide.

Seeking a Chief Administrative Officer (CAO) with exceptional financial acumen to oversee the financial planning, budgeting, and resource management at the executive level.  The ideal candidate will possess a strong track record of driving financial performance and optimizing efficiencies.

Functional Overview:
Reporting to the Chief Executive Officer, the Chief Administrative Officer (CAO) is a key member of CHADS senior leadership team serving as the administrative, financial, and information technology manager to ensure day-to-day operational success. Key areas of oversight include, but are not limited to, financial and budget management, human resources, program and grant compliance, operational data compilation and reporting, as well as policy and procedures development. The CAO, in collaboration with the CEO, is an advisor to the CHADS Board of Directors and is a standing member of BOD subcommittees, i.e., Executive, Finance, Strategic Planning and HR. The CAO will oversee the following functions and personnel, Accounting/Finance, HR, IT, Data Analytics and Compliance.

Key Responsibilities:1. Business and Operational Administration: Works with staff on a day-to-day basis to ensure that business operations, staffing,       physical space, and technology resources are in place for effective Agency operations. 
  •  Implements CHADS policies and procedures consistent with CHADS core values. Facilitates weekly/ monthly and ad hoc   meetings with subordinates and senior leaders to review and problem solve on operational or administrative concerns.
  •  Maintains CHADs policy and procedures manual. 
  •  Develops, maintains, and reports monthly to the CEO and BOD on operational success, issues, or concerns. 
  •  Conducts a monthly review of the allocation of resources (staffing and technology), adjusts as warranted for the sustainability   of the agency. 
  •  Ensures compliance with monitoring agencies, i.e., United Way, CARF, GuideStar, BBB, grant reporting requirements. In   collaboration with other senior leaders, develop corrective strategies to resolve compliance issues. 
  •  In collaboration with CEO and BOD review and approve contractual agreements. 
  •  Ensures that all Agency documentation and records are compliant with federal, state, and local regulations and policies.
  •  Has approval authority of operational and financial expenditures, cost management and allocation of resources.

2. Financial Management:  In collaboration with the CEO and BOD Finance Subcommittee and with oversight of business department personnel, responsible for monitoring, protecting, and reporting on the Agency’s financial resources. Ensures that departmental budgets are aligned with strategic objectives of the Agency.

  • Develops and monitors annual financial plans and budgets. Reports monthly to the CEO and BOD on variances. Develops financial models aligned with strategic goals, to forecast attainment of long-term financial goals of the organization. Present mid-year budgets for review and adjustments. 
  • Analyzes financial, operational, and program monthly reports to determine potential risk to agency goals and client retention. 
  • Develops and presents the annual 990 report and other compliance reports for approval.
  • Maintains and reports to CEO on staff productivity and programs hours staffing reporting. 
  • Maintains and monitors acceptable accounting practices for proper cash flow management of expenses, accounts payables, invoices, and grants. 
  • Monitors and reports to the CEO and BOD on grant awards, allocations, grant utilization and outcomes. 
  • Point person for year-end financial compliance for external and internal entities which includes communication with auditors and supply work required for completion of projects.

3. Human Resource Management:  Works with the HR Manager to develop benefit and compensation plans designed to retain talent.      Review and present HR dashboard related to staffing (hires, turnovers).

  • Maintains a climate that attracts, keeps, and motivates a diverse staff of top-quality people.
  • In collaboration with HR, develops annual compensation (salary structure, increases and bonuses) and benefit plans and present for approval. Compares potential increases to impact on annual budget, adjust accordingly. 
  • Develops and reports on annual, quarterly program capacity budget (staffing plan). 
  • Oversees talent development programs and outcomes.
  • Reviews employee relations issues to mitigate escalation.
  • Oversees recruitment, onboarding, professional development, and employee retention strategies. 
  • Approval authority and oversight of timeliness and accuracy on payroll, hires, timesheets, terminations, performance reviews, raises, employee bonuses and payroll processing in conjunction with CEO and CPO. 

4. Behavioral Health Data Review and Reporting: Collaborating with internal leaders and external partners, create and maintain statistics on SEW, SOS and FS program efficacy, clients served, resource hours and retention. 

  • Responsible for reviewing and reporting on third-party comparative data from Missouri Student Survey, MICA (Missouri Information for Community Assessment), and CDC YRBSS (Youth Risk Behavior Surveillance System), and CDC WISQARS injury data on suicide and Charity Navigator. 

5. Information Technology: Manages the monitoring and administration of the Agency’s information technology systems: hardware, software, and networks. 

  • Manages hardware and software requirements of staff to include upgrading of hardware and software, purchasing, and inventory.
  • Ensure adequate staffing of the help desk to resolve technology issues. 
  • Research and introduce new technology for better data reporting and privacy compliance. 
  • Maintains and updates disaster recovery procedures for quick implementation and correction of issues. 

6. Leadership Support: Provides administrative, financial, and consultative support to Agency programs and special events.

  • Participants in the development and consulting on Agency strategic plans and annual financial and program goals. 
  • Working with CEO, BOD, other senior leaders and/or community groups, support special events and fundraising activity through planning consultation, technology support, monitoring, and reporting on outcomes. 
  • Assists CEO/BOD with funder site visits and meetings. 

Requirements:
Minimum Qualifications:
  • Bachelor’s degree (B.A.) in business or financial management or related field from an accredited college or university. High degree of financial acumen. 
  • 5 + years of experience in a non-profit senior leadership position with direct supervision of multiple levels of staff and employees.
  • A proven record of accomplishment of operational and fiscal management in excess of $3M or more annually.
  • Detailed oriented.
  • Demonstrated success in oversight management of business department, including HR.
  • Ability to embrace technology and platforms to increase effectiveness and efficiency.
  • Ability to interact/present material to the board and external partnerships.
  • Understanding of HR policy and procedure including the world of benefits, compensation, and evaluations 
  • Ability to evaluate and analyze current and future internal business systems.
Preferred Qualifications:
  • Master’s Degree from an accredited university
  • Partnering with accreditation agencies, i.e., CARF
  • Prior experience and/or a strong connection to working with depressed or suicidal youth.


CHADS is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. CHADS is also committed to compliance with all fair employment practices regarding citizenship and immigration status.

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