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Director of Finance and Business Operations

Penn Woods Classical Academy
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Director of Finance and Business Operations

Position Overview

The Director of Finance and Business Operations serves as the chief business officer of Penn Woods Classical Academy and is responsible for providing strategic leadership and operational oversight for all financial, business, and administrative functions of the school. Working closely with the Head of School, Board of Directors, Director of Development, and leadership team, this position ensures that the school's financial resources, business systems, operational processes, and administrative infrastructure support the mission and long-term flourishing of Penn Woods Classical Academy.

The Director provides executive oversight of all business operations including finance, accounting, payroll, purchasing, banking, tuition administration, donor administration, business systems, facilities planning, and strategic operational planning.

This role requires a servant leader who understands that faithful stewardship of financial and operational resources is a ministry that enables the school to cultivate wise, virtuous, and civic-minded disciples of Christ. The Director of Finance and Business Operations serves as a key strategic and operational leader at Penn Woods Classical Academy, to steward the financial health of the institution in faithful alignment with its mission:

To cultivate wise, virtuous, and civic-minded disciples of Christ who seek the true, the good, and the beautiful for the glory of God.


 

Primary Areas of Responsibility

1. Strategic Financial Leadership & Institutional Stewardship

The Director of Finance and Business Operations serves as the chief financial advisor to the Head of School and Board of Directors, ensuring that every financial and operational decision supports the school's Strategic Plan, enrollment objectives, and long-term sustainability.

Additional Responsibilities:

  • Develop multi-year financial models supporting school growth. 
  • Align business operations with institutional priorities. 
  • Participate in Strategic Planning Committee meetings. 
  • Lead annual operational planning in conjunction with the Strategic Plan. 
  • Maintain and update the Confidential Information Memorandum (CIM) to ensure accurate financial, enrollment, staffing, and facility projections. 
  • Support master facility planning and long-range campus expansion planning. 

Strategic Planning & Institutional Stewardship:

  • Serve as an active member of the Strategic Planning Committee, supporting the Head of School and Board in the development and execution of the Long-Term Strategic Plan
  • Contribute financial insight, analysis, and modeling to ensure that all strategic initiatives are financially sound, sustainable, and aligned with the mission
  • Annual planning cycle support:
    • January: Participate in SWOT analysis and provide financial context related to strengths, risks, and opportunities
    • February: Assist in evaluating proposed strategic initiatives through financial modeling and feasibility analysis
    • March: Support refinement of initiatives, including cost projections and resource allocation
    • April: Assist in preparation of materials for Board review and approval
  • Be responsible for:
    • Aligning the annual budget and forward forecasting model with the approved Strategic Plan
    • Recommending budget revisions and financial adjustments based on strategic priorities and enrollment trends
    • Ensuring that financial decisions consistently support the long-term health and mission of PWCA
  • Collaborate closely with:
    • Head of School
    • Board President and Finance Committee
    • Strategic Planning Committee members
  • Approach all work with a posture of faithful stewardship, recognizing that financial planning is a means of advancing the school’s mission to form students in truth, goodness, and beauty

2. Financial Planning, Budgeting & Forecasting

The Director owns the complete annual budgeting process including departmental budgeting, enrollment-based revenue forecasting, staffing projections, capital planning, and monthly forecast revisions.

Responsibilities include:

  • Annual operating budget 
  • Capital budget 
  • Monthly forecasting 
  • Multi-year financial projections 
  • Enrollment modeling 
  • Tuition modeling 
  • Staffing cost modeling 
  • Cash flow forecasting 
  • Scenario planning 


 

Strategic initiative financial analysis. Accounting & Financial Operations

Responsible for oversight of all accounting functions including:

Accounting

  • General Ledger administration 
  • QuickBooks administration 
  • Monthly close 
  • Journal entries 
  • Account reconciliations 
  • Financial controls 
  • Fixed assets 
  • Chart of accounts maintenance 
  • Annual audit coordination 
  • Financial statement preparation 
  • Board financial reporting 

Reporting & Preparation:

  • Monthly Financial Statements 
  • Budget Variance Reports 
  • Cash Flow Reports 
  • Forecast Reports 
  • KPI Dashboard 

Department Reports4. Business Operations Administration 

The Director provides executive oversight for all school business operations including:

Payroll & Benefits

  • Payroll processing oversight 
  • Employee benefits administration 
  • Retirement plans 
  • Health insurance administration 
  • Workers Compensation 
  • Employment tax compliance 
  • Annual payroll reporting 
  • Open enrollment coordination 

Purchasing & Procurement

  • Purchasing procedures 
  • Vendor management 
  • Purchase approvals 
  • Contract management 
  • Bid management 
  • Inventory oversight 
  • Credit card administration 
  • Expense reimbursement 

Banking & Cash Management

  • Bank account administration 
  • Authorized signer administration 
  • ACH and electronic payments 
  • Check administration 
  • Investment oversight 
  • Cash flow management 
  • Treasury functions 
  • Merchant services 

5. Tuition & Financial Systems Administration 

Responsible for administration and oversight of:

FACTS Business Management

  • Tuition billing 
  • Payment plans 
  • Tuition collection 
  • Family accounts 
  • Financial Aid administration 
  • FACTS Grant & Aid 
  • Business Office functions within FACTS 
  • Reporting 
  • Integration with accounting systems 

6. Donor Administration & Stewardship Systems 

The Director oversees all financial aspects of charitable giving including:

  • Angel Fund administration 
  • EITC administration 
  • ECCA administration 
  • Scholarship fund accounting 
  • Restricted fund accounting 
  • Donor reporting 
  • Gift reconciliation 
  • Donation processing 
  • Annual giving financial reporting 
  • Endowment accounting 
  • Campaign accounting 

Oversight of:

  • FACTS Giving 
  • Donation management systems 
  • Gift acknowledgement workflow 
  • Reconciliation between Development and Accounting 

7. Development Financial Partnership

Partner with the Director of Development by:

  • Maintaining donor financial records 
  • Developing campaign budgets 
  • Financial reporting for grants 
  • Capital campaign accounting 
  • Case for Support financial modeling 
  • Campaign forecasting 
  • Major gift financial planning 
  • Annual Fund financial reporting 
  • Development dashboard creation 

Continue development of:

  • Confidential Information Memorandum 
  • Case for Support / CIM
  • Capital Campaign financial strategy 

8. Business Systems Administration 

Responsible for administration and optimization of institutional business systems including:

  • FACTS 
  • QuickBooks 
  • CRM database 
  • Financial reporting software 
  • Banking platforms 
  • Vendor management systems 
  • Payment processing systems 

Ensure:

  • Data integrity 
  • Security 
  • User permissions 
  • Workflow automation 
  • Business process improvement 

9. Facilities Financial Planning 

Partner with the Head of School regarding:

  • Capital improvements 
  • Deferred maintenance planning 
  • Facility master planning 
  • Long-term replacement schedules 
  • Construction budgeting 
  • Facility expansion financing 
  • Capital reserve planning 

10. Compliance & Risk Management 

Oversee:

  • Internal financial controls 
  • Insurance renewals 
  • Annual audits 
  • Regulatory reporting 
  • State compliance 
  • IRS compliance 
  • Nonprofit reporting 
  • Record retention 
  • Business continuity planning 


 

11. Leadership

Serve as a member of the Executive Leadership Team by:

  • Advising the Head of School 
  • Presenting regularly to the Board 
  • Supporting all school leaders 
  • Leading the Business Office 
  • Promoting operational excellence 
  • Building systems that scale with enrollment growth 
  • Developing policies and procedures for business operations 
  • Fostering a culture of stewardship, accountability, service, and Christian leadership. 

Qualifications

Required

  • Bachelor's degree in Finance, Accounting, Business Administration, Economics, or related field. 
  • Minimum of 15–20 years of progressively responsible financial and business leadership experience. 
  • Experience leading accounting, payroll, budgeting, forecasting, banking, and business operations. 
  • Strong understanding of nonprofit accounting. 
  • Exceptional analytical and organizational skills. 
  • High level of integrity and discretion. 

Preferred

  • MBA 
  • CPA 
  • CMA 
  • Experience as CFO, Chief Business Officer, Finance Director, or Controller. 
  • Independent school or nonprofit experience. 
  • Experience with QuickBooks. 
  • Experience with FACTS SIS, FACTS Financial, FACTS Grant & Aid, and FACTS Giving. 
  • Experience with CRM and donor management systems. 
  • Experience supporting strategic planning. 
  • Experience in facilities planning and capital projects.