Hoyleton Youth and Family Services
  • 29-Jan-2017 to 27-Mar-2018 (CST)
  • Administration
  • Fairview Heights, IL, USA
  • Full Time


As a member of the Leadership Team, the newly created Chief Administrative Officer will be reporting to the President & CEO, and will oversee the functions of the Finance & Accounting, Human Resources, Quality Improvement, Information Technology, Maintenance & Facilities, and Organizational Development/Training.

The CAO will be tasked with Supervision of four (4) Key Administrative Leaders within the aforementioned departments, as well as taking point on a number of high-level initiatives. In addition, the CAO will coordinate input from multiple stakeholders to drive forward complex organizational projects, such as negotiations with Managed Care Organizations (MCO), Risk Based Contracts and Valued Based Contracts.


  1. Keeps the organizations mission, values and strategic vision at the forefront of decision-making and actions.
  2. Participates in long-range strategic planning activities pertaining to the administrative support.
  3. Ensure effective integration and efficient operations across parts of the organization in support of the organization's strategic vision.
  4. Analyze the effectiveness of the institution's internal controls over financial reporting.
  5. Collaborates with the Executive Team in the long-term strategic business planning process.
  6. Responsible for organizational planning efforts: prepares strategic and annual business plans, prepares for audits, organization compliance and privacy matters and mitigates overall risk to the organization.
  7. Demonstrates ability to be an effective change agent, able to drive and lead change across HYFS.
  8. Collaborates with Finance, Executive Team, Directors/Managers to ensure provisions of all grant contracts are fulfilled and executed.
  9. Work on special projects as assigned by the President and CEO.

Financial Management and Oversight

  1. Provide instructional leadership to finance staff
  2. Provide input in business and strategic planning
  3. Support the organizational budgeting process by developing and implementing organizational budgets, program budgets, capital budgets and financial plans
  4. Oversee resource allocation
  5. Create, review, and analyze various financial reports
  6. Oversee reporting and monitoring of organizational financial performance including providing monthly financial reporting and forecasting, cash flow management, capital spending and expenditures review and approval
  7. Ensure that relevant financial data is presented to the Executive Leadership, Board of Directors, Board Committees and Senior Management Team
  8. Ensure strong internal controls for accuracy and transparency in all accounting
  9. Ensure timely and accurate filing of required reports for any applicable state, federal and funding sources
  10. Ensure accurate and timely tax reporting to applicable entities
  11. Lead the annual audit process, liaise with external auditors, the CEO and Board Finance Committee

Human Resources and Training

  1. Provide instructional leadership to Human Resource and Training staff
  2. Further develop agency's human resources department, enhancing professional development, compensation and benefits, performance evaluation, training and recruiting.
  3. Ensure that HR processes are consistent, streamlined, in accordance with agency policy, and federal and state requirements/regulations.
  4. Manage and direct the training and technical assistance by ensuring an annual training needs assessment, orientation and trained regional staff and administrative staff
  5. Ensure the coordination and completion of the agency network annual training plan




Administrative Organizational Management (Quality Improvement, Information Technology & Training/OD)

    1. Provide instructional leadership to Administrative Operations staff
    2. Oversee activities including: work contracts, facility and equipment leases, and all business/ administrative insurances (D&O, Liability, Workers Compensation, Property, etc.)
    3. Ensure smooth daily operations of physical offices including the management of facilities and equipment (lease payments, maintenance, signage, security, recycling, etc.)
    4. Manage the upkeep/replacement of equipment, supplies, facilities to meet health and safety standards
    5. Organize and supervise all facility and equipment providers including custodians, technicians, groundskeepers, plumbers, HVAC contractors, outside IT consultants and all other external contractors
    6. Manage the agency's purchasing functions for equipment, furnishings, supplies, business cards, etc.
    7. Ensure proper records retention, storage, security and destruction in accordance with policy, law and funder restrictions
  • Responsible for the agency's technology requirements including the server(s), common software, internet, computers, tablets, printers, copiers, scanners, video conferencing and all telephony.
  • Provide oversight to designing and implementing data drives dashboards that focuses on analytics.
  • Manage the organizations drive to automate all processes within HYFS systems.



  1. 6-10 years of senior/executive managerial experience, with a focus on strategic planning and operations.
  2. Experience in Human Resources, Administrative Operations, Facilities Management, Technology, Finance, Quality Improvement and Accounting for Non-Profit Organizations.
  3. Strong non-profit skills and experience in Finance, Accounting and Budgeting.
  4. Demonstrates experience developing operational standards, policies and practices which contributes to efficiency and effectiveness.
  5. Ability in decision making and problem solving
  6. Excellent organizational and leadership skills
  7. Excellent written and oral communication skills
  8. Within scope of job, requires critical thinking skills, decisive judgment and the ability to work with minimal supervision. Must be able to work in a stressful environment.
  9. Must be able to motivate and inspire through effectively articulating the organization's vision and mission and strategic business plan.
  10. Proficient in team building, conflict resolution, group dynamics, project and budget management.


Master's level degree (MS, MPH, MBA, MHA) is required; or a combination of education and professional experience. Experience in a negotiating Value Based Contracts, and Risk Based Contracts with Managed Care Organizations.

Hoyleton Youth and Family Services
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