Director of Finance & Operations

Description

About The Children’s Academy

The Children’s Academy is an independent special education school in Midtown Manhattan serving students with speech and language challenges and learning differences. Across our two campuses, a Lower School and a Middle & Upper School, we educate each student in a supportive social environment through collaborative, evidence-based models that recognize their individuality.

The Role

The Director of Finance & Operations serves as the school’s senior business officer, reporting to the Head of School and working in close partnership with the Board of Trustees. The Director leads all financial and business functions of the school, from daily cash management through the annual budget and independent audit, and oversees human resources, payroll, facilities, compliance, and business systems. As a member of the senior leadership team, the Director presents financial results to the board each month and manages relationships with the school’s outside accountants, auditors, brokers, and attorneys. Direct reports include the operations manager, custodial staff, school nurses, and the school’s accounts receivable consultant.

Key Responsibilities

Finance & Accounting

• Own cash planning and payroll funding, manage banking relationships, and approve wires and transfers.
• Prepare cash flow forecasts and analysis to guide spending and reserve decisions.
• Direct the monthly and fiscal year-end close in QuickBooks Online with an outsourced accounting partner, delivering accurate, timely financial statements.
• Manage the annual independent audit and the school’s Form 990 and CHAR500 filings, serving as primary liaison to the audit firm.
• Prepare the monthly board financial package, build the annual operating budget, and support the Finance Committee and Treasurer.
• Administer dual-approval accounts payable in Bill.com, including elevated routing for large disbursements.
• Oversee tuition billing in Veracross, the DOE reimbursement cycle, and collections with outside counsel when needed.
• Own the school’s insurance program, from property, liability, and cyber coverage through annual renewals, certificates of insurance, and claims.
  
  

Human Resources

• Run HR end to end in Paylocity, including payroll processing, payroll tax filings, year-end 1099 preparation, and employment contracts.
• Support hiring across the school, from college recruiting visits to resume review with hiring directors.
• Own employee onboarding and offboarding.
• Lead open enrollment and manage benefits and insurance renewals with the school’s brokers.
• Administer the school’s 401(k) plan and its compliance with the plan advisor.
• Manage employee leaves, including FMLA, New York Paid Family Leave, and disability (DBL) claims.
• Serve as a trusted, discreet resource for employee concerns, working with the Head of School and outside counsel when needed.
  
  

Operations & Facilities

• Oversee the operations manager, custodial staff, school nurses, and the school’s accounts receivable consultant.
• Oversee leases, building operations, and vendor relationships across both campuses.
• Manage renovations, build-outs, and expansion projects, including certificates of occupancy and DOB and FDNY compliance.
• Oversee school fire and emergency drills and maintain the safety and compliance calendar, required filings, and inspections.
• Manage security and access control, visitor and front desk procedures, emergency communications, and life-safety equipment.
• Work alongside the school nurses on health compliance, including immunization records and required health documentation.
• Maintain financial, personnel, and corporate records in line with the school’s retention policies.
• Administer the school’s business systems, including QuickBooks Online, Veracross, Expensify, Bill.com, and Paylocity.
• Oversee IT with the school’s external IT consultant, including data backup, business continuity, and security protocols.
  
  

Development & Communications

• Manage the school’s website, including content updates and projects with the platform vendor.
• Record and reconcile gifts and provide financial reporting for development appeals and events.
• Support admissions and development events, including the annual gala, with logistics and financial coordination.
  
  

Requirements

Required

• Bachelor’s degree in accounting, finance, or a related field.
• Seven to ten years of finance and operations experience with growing scope and responsibility.
• Veracross experience.
• Hands-on HR and payroll administration experience.
• Strong command of nonprofit accounting, audit preparation, budgeting, and internal controls.
• Experience presenting to a board of trustees and managing outside professionals.
• Discretion, sound judgment, and a genuine commitment to the school’s special education mission.
  
  

Preferred

• MBA or master’s degree in a related field.
• CPA, SHRM-SCP, or PMP certification.
• Nonprofit, independent school, or special education experience.
• QuickBooks Online, Paylocity, and Bill.com.
• Familiarity with NYC DOE tuition reimbursement (Carter/Connors funding).
• Spanish language proficiency.
• New York State notary public commission.
• OSHA 30 certification and FDNY Certificates of Fitness S-95 and W-07.