Chief Administrative Officer

Refugeefora; Chicago (IL); On-site; USD 120,000 - 180,000; Full time

Job summary

Forging Opportunities for Refugees in America (FORA) seeks a Chief Administrative Officer to lead the organization's financial and administrative functions in Chicago. The CAO reports to the Managing Director and partners with senior leaders to ensure strong governance and compliance.

The role oversees budgeting, payroll, grants and contract management, audit coordination, internal controls, and board support.

Responsibilities

• Manages financial systems including banking, budgeting, and reporting.
• Oversees payroll processing and outside financial consultant.
• Monitors budget vs actual spend and reports to MD and Board.
• Coordinates audits and IRS forms 990.
• Maintains internal controls and month-end close procedures.
• Supports MD with annual budget process and board preparations.

Job description

Forging Opportunities for Refugees in America Chief Administrative Officer Chicago, IL·Full time Company website Apply for Chief Administrative Officer

The Chief Administrative Officer (CAO) is responsible for financial and administrative matters at FORA. The CAO reports to and works closely with the Managing Director (MD). In addition, the position partners with the Chief Advancement Officer (CAO), the Chief Operating Officer (COO) and FORA’s Board Treasurer. The CAO oversees compliance and recognition for government (federal and state) contracts and private grants.

About Forging Opportunities for Refugees in America

A refugee empowerment center based in the West Ridge neighborhood of Chicago, FORA provides over 50,000 hours each year of individually customized high dosage tutoring to refugee SLIFE (Students with Limited or Interrupted Formal Education) children. Our vision is a world where refugees in need are welcomed and empowered, and our mission is to ensure that refugee families are provided access to an education sufficient to prepare them to become economically self-sufficient and robustly engaged in American civic life.

Description

• Manages effective and streamlined financial systems, including banking, budgeting, purchasing, bill payment, and expense reporting.
• Oversees an outside financial consultant who is responsible for: bank and account reconciliations, fiscal reporting, bill payment, and payroll.
• Performs monthly payroll processing.
• Reviews and approves preparation and finalization of monthly and annual financial reporting materials and metrics.
• In coordination with the Board Treasurer, monitors budgeted versus actual spend and reports on financial matters to the MD and the Board.
• Coordinates all audit and IRS form 990 activities.
• Provides administrative assistance to the MD for the annual budget process.
• Responsible for maintaining and developing strong internal controls and month end close procedures; serve as external representative for financial matters related to the organization.

Compliance Responsibilities

• Oversees government grant program reporting, including budgeting, amendments, fiscal reporting, and tracking.
• Manages charitable solicitation registrations and state “good standing” certifications via an outside resource.
• Oversees the record management process to ensure meticulous documentation of FORA’s financial and organizational activities.
• Drafts, updates, and ensures compliance with FORA’s Policy and Procurement Manuals.
• Ensures the integrity of financial statements and adherence to regulatory requirements, accounting standards (e.g., GAAP, IFRS), and tax laws.
• Oversees tax, audit, treasury, and compliance functions, ensuring all financial practices are compliant with local, state, and federal regulations.
• In coordination with the Board Treasurer and Board Finance Committee, stewards funds in accordance with financial policies, including long‑term restricted funding pools.

Administrative Responsibilities

• Assists the MD on FORA Board functions, such as but not limited to: Board proposals, Board memos, and Board meeting preparation.Ensures proper filing of all Board meeting minutes.
• Administers the payroll/HR platform for processing job postings, onboarding, payroll, benefits processing, etc. for employees.
• Onboards new employees, including but not limited to: required paperwork and training, selection of benefits, training of administrative processes, verification of employment eligibility, and successful completion of platform onboarding.
• Reports employee contributions to the State of Illinois IRA program.
• Tracks sick time and paid time off for all employees in accordance with FORA policy.
• Confirms hours submitted by employees to process payroll, including reviewing overtime requests for eligibility and compliance.
• Reviews and approves employee reimbursement requests.
• Oversees facilities management including routine office supply, building maintenance, and coordination of capital projects.
• As the managing authority for finance and human resources the Chief Administrative Officer will also ensure understanding and compliance in these matters across the organization.

Supervisory Responsibilities

• Directly supervises the Administrative Officer and the Administration Department.

Other Responsibilities

• Maintains an active and comprehensive understanding of FORA’s programs, guiding principles, and short- and long‑term organizational goals.
• Assists the Managing Director with special projects and initiatives as needed.
• Actively participates in staff meetings, professional development sessions, and technical training meetings.
• Supports donor relations and fundraising efforts as requested by the Managing Director and/or Chief Administrative Officer. Responsibilities may include attending donor events, including those held outside of regular working hours.

Communication Skills

• Composes, distributes, and responds to a wide range of correspondence related to assigned responsibilities.
• Demonstrates strong verbal communication skills, including initiating conversations, actively listening, responding thoughtfully, and using a respectful and professional tone.

The CAO must endorse, embrace, and enact FORA’s vision, mission, and values (as described at www.refugeefora.org ). Employees are expected to support all other FORA departments as requested by supervisors in order to ensure the smooth operation of FORA programming and special events. This is a management exempt position and additional hours will be expected outside of and in addition to normal working hours as deemed necessary, and no overtime will be paid for those hours. This position is in-person Monday through Friday between 9am and 5pm. FORA is located in the West Ridge neighborhood of Chicago.

Compensation will be determined at the time of a job offer and will take into account a variety of factors including, but not limited to, relevant experiences and credentials.