Job Type
Full-time
Description
Senior Administrator for Business Services
Position Description
Appointment
Board-appointed position
Reports to
Chief Executive Officer (CEO)
Annual salary
$85,000
Supervises
Office Managers, Family Services, Bookkeeper, Accounts Payable staff, Accounts Receivable Staff, and Payroll Specialists
Position Summary
The Senior Administrator for Business Services serves as the senior leader for all business administrative services. Appointed by the Board and reporting to the CEO, this position oversees family services administration, office management, financial operations, grants and reporting, budget development and monitoring, and enrollment administration. The position provides coordinated leadership, sound financial stewardship, and reliable administrative systems that support program operations and organizational accountability.
Essential Duties and Responsibilities
Executive Leadership and Staff Supervision
• Lead business administrative services in alignment with organizational priorities, Board-approved policies, and CEO direction.
• Supervise and support Family Services staff, Office Managers, the Bookkeeper, Accounts Payable staff, and Payroll Specialists; establish clear responsibilities, training, and service standards.
• Coordinate workflows across administrative, financial, and program teams to promote accurate records, timely service, and consistent procedures.
• Provide the CEO and Board with clear business-services updates, financial information, emerging risks, and recommendations for corrective action.
Financial Operations and Internal Controls
• Oversee bookkeeping, accounts payable, payroll processing, account reconciliations, and financial recordkeeping to support accuracy and timely completion.
• Establish and monitor internal controls, segregation of duties, expenditure approvals, and documentation practices within delegated authority.
• Review financial statements, cash-flow forecasts, and financial trends; identify discrepancies and recommend timely corrective measures.
• Coordinate with auditors and external financial professionals, prepare supporting records, and track resolution of findings.
Budget Development and Enrollment Oversight
• Lead preparation of the annual operating budget for CEO review and Board approval; monitor revenues, expenditures, and variances throughout the year.
• Develop forecasts that connect enrollment, staffing, program costs, and available funding; advise the CEO on financial sustainability.
• Oversee enrollment administration, eligibility documentation where applicable, attendance records, and reconciliation of enrollment data with fiscal reports.
• Support Family Services staff and Office Managers in maintaining complete family records, responsive communications, and consistent enrollment procedures.
Grants, Contracts, and Reporting
• Oversee grant and contract administration, including budget tracking, allowable expenditures, required documentation, reimbursement submissions, and closeout activities.
• Maintain a reporting calendar and coordinate accurate, timely submissions to funding agencies, the CEO, and the Board.
• Monitor restricted funds and grant conditions; escalate funding risks, reporting discrepancies, and potential noncompliance.
• Coordinate preparation of enrollment, attendance, and fiscal reports under applicable CDE and CDSS program requirements.
Business Administrative Services
• Develop and maintain procedures for purchasing, vendor administration, records management, and office operations.
• Safeguard confidential family, employee, payroll, and financial information through appropriate access and recordkeeping practices.
• Improve administrative systems and coordinate business-service support across programs and sites.
Regulatory Compliance Responsibilities
Lead business-services compliance with applicable California Department of Education (CDE) and California Department of Social Services (CDSS) requirements, California Code of Regulations Title 5 and Title 22, and California charter school requirements. Apply each requirement according to the organization's programs, funding contracts, licenses, charter, and authorizer obligations.
• CDE and Title 5: Maintain administrative and fiscal systems that support applicable early education program requirements, funding terms and conditions, enrollment reporting, contract monitoring, and audit readiness.
• CDSS and Title 5: Oversee applicable child care and development contract administration, enrollment and attendance reporting, fiscal reporting, and reimbursement documentation.
• Title 22: Coordinate with licensed program leadership to maintain administrative records and support applicable child care licensing documentation and reporting. Escalate compliance concerns to the CEO and responsible program leaders.
• California charter schools: Coordinate required budget, interim, and year-end financial reporting and supporting records for applicable charter school operations, including submissions through the appropriate authorizing agency and county oversight channels.
• Maintain a compliance calendar, monitor agency guidance and contract updates, support compliance reviews and audits, and track corrective actions to completion.
Authority and Accountability
The position is appointed by the Board and reports directly to the CEO. Supervisory, spending, contracting, and signatory authority are exercised only as delegated through Board-approved policies and CEO direction. The position is accountable for reliable business-services operations, timely reporting, financial stewardship, and prompt escalation of significant risks.
Board Adoption & Approved
This position description has been approved by the Board. The Senior Administrator for Business Services is a Board-appointed position reporting directly to the Chief Executive Officer (CEO).
Requirements
Required Qualifications
• Education: Master's degree in Education, Business Administration, or a related field.
• Financial expertise: Demonstrated expertise in budgeting, accounting oversight, financial analysis, internal controls, payroll administration, and financial reporting is required.
• Demonstrated experience leading business administrative services and supervising administrative and financial staff.
• Experience overseeing grants, contracts, enrollment administration, and reporting processes.
• Working knowledge of applicable CDE and CDSS requirements, Title 5, Title 22, and California charter school fiscal and administrative requirements, with the ability to implement changes in guidance.
• Strong organizational judgment, analytical skills, confidentiality, and the ability to communicate financial and compliance matters clearly to the CEO, Board, staff, and external partners.
• Proficiency with accounting, payroll, spreadsheet, and administrative data systems.
• Pass the following background check: FBI, DOJ, CACI.
Salary Description
$85,000 per year
