Chief Financial Officer and Business Manager

Job Title: Chief Financial Officer & Business Manager 

Reports to: Head of School 

Start Date: 7/1/25 

Status: Salary, Exempt

SUMMARY:

Mother Caroline Academy seeks a dynamic, collaborative educator whose leadership will ensure the continuation of an outstanding academic program and who will continue to promote the mission, vision, and core values of the school. This leadership transition occurs at a favorable time for the MCA community, with a new Head of School installed as of July 1, 2024, increasing enrollment, and exceptional faculty and staff already in place. The school overview can be found here (and below): https://www.mcaec.org/about/

Mission Statement: 

Mother Caroline Academy empowers girls in grades 3-8 to think bigger, bolder, and beyond, through educational excellence, leadership development, and community stewardship in a safe space that fosters social and emotional learning. Our aim is to empower students and families to achieve generational growth and development where all can imagine a future with limitless possibilities.

About Mother Caroline Academy and Education Center: 

Mother Caroline Academy is an independent, tuition-free school for girls in grades 3-8 from limited financial means. It serves girls of all faiths, races, and cultures from Boston neighborhoods. The mission of the school is to provide a high-quality education that develops the individual gifts of each student and prepares her for success in competitive secondary schools, college, and beyond. Rooted in the Catholic tradition that recognizes the dignity of each person, the Academy emphasizes the importance of scholarship, leadership, spiritual, social, and moral development. 

Focusing on the needs of the whole family, through the years MCAEC has provided a range of educational programs for parents and adult family members of Academy students. To this day, MCA students aspire to be doctors, engineers, designers, artists, business owners, educators, and community leaders. Through an excellent education in a safe environment, our students develop the academic skills, resiliency, self-confidence, and strength of character needed to prepare themselves for lives of purpose. Knowing that education has the power to transform lives, our families are invested in setting their daughters on a path of promise that leads to high school, college, and a life of opportunity. With no other tuition-free independent school option for girls in the City of Boston, MCA opens a door to lifelong opportunities for girls and their families. We believe our mission can best be achieved by focusing on the needs of the whole family and by preserving a spirit of volunteerism and commitment among all those who aid, support, and benefit from MCAEC. 

Our students attend extended, enriched days during the regular school year. They enjoy classrooms with a 7:1 student-to-teacher ratio. This holistic educational approach has accrued a remarkable track record: Our graduates attend a multitude of quality secondary schools, including Boston Latin School, Boston Latin Academy, Commonwealth School, Fontbonne Academy, The Newman School, Milton Academy, Newton Country Day School, Noble & Greenough School, Ursuline Academy, The Putney School, and Woodward School For Girls. Since opening its doors, MCA boasts a 100% high school graduation rate. Ninety-six percent of Mother Caroline’s graduates enroll in college. Mother Caroline Academy & Education Center is 100% privately funded. Our alumnae community is robust, and many MCA graduates are sought-after professionals in the fields of finance, education, law, business administration, and more. 

OUR STUDENTS: MCA students are brilliant scholars who represent various Boston neighborhoods. Mother Caroline Academy & Education Center serves 70+ girls, who are 80% African American, 13% Hispanic, 7% mixed race. While MCAEC is a school rooted in the Catholic tradition, students come from a multitude of religious traditions.

Position Responsibilities and Expectations:

The CFO is responsible for all areas of the accounting function, including developing and overseeing appropriate financial procedures and controls, financial reporting, development of and monitoring annual budget, and completion of annual audit. 

The CFO Business Office operations and oversees all aspects of HR and benefits administration. They are also responsible for long-range financial and facilities planning, managing capital projects, overseeing all insurance programs, and are responsible for risk assessment and management. 

In collaboration with the Chief Advancement Officer, the CFO supports the office of Advancement and fundraising initiatives through financial guidance and administrative support. The CFO regularly attends Finance Committee meetings, Investment Committee Meetings and Board meetings.

Chief Financial Officer

• Establish an effective financial modeling system for strategic planning to aid the Head of School and the Board of Trustees in making strategic decisions. 
• Provide monthly operating reports to the Head of School and provide timely and accurate budget vs. actual reports highlighting budget variances and potential issues
• Maintain collaborative relationships with the Board of Trustees Finance Committee through regular attendance at Investment (Fiducient) and Finance Committee meetings
• Reports out quarterly to the Head of School, Finance Committee Chair, Board Treasurer and Chief Advancement Officer on the present and future operating budget and the fiscal health of the school 
• In conjunction with the Finance Committee Chair and Board of Trustees, oversee the school’s financial investments, including the endowment. 
• Prepare annual operating budget in conjunction with the Head of School and Chief Advancement Officer; present the final budget to Finance Committee for recommendation to the Board of Trustees 
• Work with external auditors and provide all financial documentation as needed and required as part of the annual audit of the school’s finances and preparation of the school’s tax returns. Report findings to the Head of School and Finance Committee 
• Review and file tax forms prepared by auditors (Form 990 & Form PC)
• Prepare and file all annual forms including 3ABC (town of Federal Form 720 (PCORI reporting), ACA forms 1094 and 1095 
• In concert with the Associate Director of Advancement, ensure proper receipt, accounting and spending of financial donations and gifts 
• Establish written financial procedures, maintain internal controls as necessary, and maintain all financial records 
• Establish and maintain electronic and paperless filing systems of all financial records
• Work with Board of Trustees and the IT Vendor to execute an internal Board Management tool by leveraging existing software such as Google Suite 
• Serve as chief advisor and thought partner to the Head of School on all financial and HR matters 
• Maintain positive relationships with vendors, auditors, renters and legal team

Human Resources

•  Oversee all management of human resources functions, including employee relations, benefits and compensation and safety for employees including but not limited to:
• Process biweekly payroll and FSA, HSA and Dependent Care employee claims and approved expense reimbursements biweekly 
• Prepare new employee and annual employment agreements; Responsible for onboarding new employees and offboarding departing employees 
• Coordinate open annual enrollment period for all MCA employees 
• Develop a system to t rack employee paid time off, sick days and approved leave of absences, addressing employee relations matters 
• Support MCA employees by ensuring proper administration of personnel policies and employee benefits (including but not limited medical, dental, flex savings plan and 403b retirement programs) and comply with internal and external requirements 
• Stay abreast of federal and state rules and regulations for employees (e.g., background checks). Process all CORI/SORI background checks on new employees, board of trustee members and volunteers. 
• Stay abreast of all federal and state laws concerning human resource management, benefits, payroll, wage and hour, and personnel (including but not limited to ACA, FLSA, FMLA, PFMLA).
• In collaboration with the Head of School and Principal, establish and maintain a salary tier and performance management system and schedule for all MCA faculty and staff.
• Work collaboratively with the legal team on employee relation issues

Business Office

• Oversee the operation of the business office, including but not limited to accounts payable and accounts receivable, general ledger, monthly and annual reporting. Supervise the work of the business office to ensure compliance with all applicable accounting procedures and standards per Generally Accepted Accounting Principles (GAAP) and the rules of the Financial Accounting Services Board (FASB) 
• In collaboration with the Director of Admissions and Summer Camp Partnerships process all new and returning student enrollment contracts and enrollment fees. Manage all student financial accounts 
• Build positive relationships with families through timely review of their financial information and clear communication regarding all financial aspects of school enrollment and deadlines 
• Review and negotiate vendor contracts and establish bid procedures 
• Review and oversee all purchasing and contracts, banking activities and monitor purchases of third party vendors. 
• Develop policies and ensure compliance with federal and state laws and regulations
• Serve as member of the Leadership Team and collaborate with other administrators on meeting school-wide goals

Facilities Management

• In collaboration with the Facilities Coordinator, oversee the maintenance and upkeep of school building 
• Work with the Head of School to prioritize capital projects and larger maintenance needs and projects 
• Work with the Head of School and third party vendors to evaluate and administer all revenue-saving programs such as grants, tax savings and rebate programs
• Manage all facilities rental contracts and payments and all third party maintenance vendor relationships 
• Evaluate safety and security risks and research and implement mitigating solutions

Qualifications and Skills:

• Bachelor’s Degree in or equivalent Financial management experience is required; Masters Degree in Finance or MBA preferred. 
• 7-10 years of financial management experience at a senior level is required.
• Proven track record in preparing annual operating school budgets, developing and executing cross-functional operational plans 
• Ability to lead strategic initiatives to completion while anticipating issues and identifying practical solutions across the school.
• Experience with collaborating on long-range capital campaign and fundraising initiatives
• Experience in gathering, synthesizing, and analyzing data to provide metrics key to guiding prudent decision making. 
• Exceptional written/verbal communication and presentation skills, including the ability to distill complex topics and then communicate them effectively to varied audiences.
• Significant experience supervising other personnel and managing multiple projects and programs. 
• Highly organized and detail oriented with the ability to think proactively and outside of the box 
• Successful multi-tasker who thrives when managing concurrent projects under tight deadlines. 
• Excellent communicator with students, families, MCA Leadership Team and external partners from diverse backgrounds. 
• Receptive to feedback and unafraid to take proactive steps to find solutions or make improvements 
• Previous experience working in a non-profit independent school is a plus

Additional Requirements:

• Proficiency with G-suite, Excel and Quickbooks; eagerness to learn the School’s Fundraising management technologies 
• Self-motivated with the ability to handle multiple, simultaneous, and complex projects
• Strong organizational and time management skills 
• Excellent oral and written communication skills 
• Excellent collaboration skills and a desire to lead a school as a member of the Senior Leadership Team 
• Represent the school in the larger community in a positive manner that reflects the values of the school 
• Experience in stewardship, cultivation, and generation of non-tuition revenue and capital funding preferred

Traits and Qualities:

At MCA, we believe that an excellent staff member does the following:

• Has an unwavering commitment and belief in the mission of Mother Caroline Academy
• Believes that all of us can and will learn.  Creates a positive learning environment with high expectations for all students and staff throughout the school
• Thrives as part of a team-oriented, mission-driven culture; 
• Exudes joy and a love of learning every single day; 
• Demonstrates a growth mindset and a desire to continually improve through feedback, coaching, and professional development; 
• Ability to persevere with a sense of optimism, strong problem-solving skills, and a desire to learn and grow in a collaborative professional learning community. 
• Willingness, and commitment, to go above and beyond to prove what is possible for students. 
• Willing and able to play different roles at the school to meet the varied and constant needs of the students and staff at MCA. 
• Models positive and healthy character traits and habits, as well as the values of MCA. 
• Willing to do whatever it takes to help our students achieve academic excellence. 
• Constantly assesses progress, communicates results clearly, and uses data to inform decisions and set ambitious goals. 
• Has a strong work ethic and commits to ensuring students excel, including committing to an occasional extended work day while sustaining a safe, supportive environment for students, their families, and school staff and remaining available to colleagues, students, and families outside of school hours.

Compensation: 

Mother Caroline Academy & Education Center offers an attractive benefits package including but not limited to: 403(b), medical, dental, life, and disability insurance and support for professional development.

MCA School Hours: 

Daily 7:30 am-4:00 pm 
Vacations and school closures generally follow Boston Public Schools. 

How to Apply: 

To apply, please submit your resume and CV along to:  

Dr. Carla Haith, Head of School, chaith@mcaec.org and Donna Felix, Special Assistant to the Head of School, dfelix@mcaec.org

After we receive your information, you will be contacted about next steps.

Non-Discrimination Policy: Mother Caroline Academy & Education Center is committed to a diverse and inclusive community concerning race, national origin, religion, gender, sexual orientation, family status, economic circumstance, age, and physical disability in its student body, faculty, and staff. Mother Caroline Academy & Education Center does not discriminate on the basis of race, color, national and ethnic origin in the administration of its educational policies, admission policies, and athletic and other school-administered programs. We strongly encourage applications from women and minority candidates. Mother Caroline Academy & Education Center is an Equal Opportunity Employer.