Chief Administrative Officer
Job Description
We are seeking a strategic, collaborative, and operations-minded Chief Administrative Officer (CAO) to lead our administrative engine, ensure high-performing vendor partnerships, and empower our internal support team.
Unlike traditional internal operational roles, the CAO at House of Possibilities oversees a modern, outsourced administration model. Rather than managing large in-house departments, you will drive strategy, service level agreement (SLA) performance, and compliance across our external service providers in Finance/Accounting, Human Resources, and IT.
You will also directly manage and mentor our high-performing internal team, including a Contracts Specialist, HR Coordinator, and Administrative Support staff, ensuring our day-to-day infrastructure runs seamlessly in support of our mission.
Key Responsibilities
Vendor & SLA Management: Serve as the primary relationship manager for outsourced partners across Finance, HR, and IT. Oversee contract performance, enforce SLAs, evaluate service quality, and drive cost-efficiencies.
Team Leadership & Coaching: Directly supervise, coach, and support the internal administrative team (Contracts Specialist, HR Coordinator, and Administrative Support), fostering a supportive, high-accountability culture.
Contract & Grant Governance: Oversee state contracts, billing schedules, vendor agreements, and regulatory reporting in compliance with Massachusetts human services standards.
Financial & Budgetary Coordination: Partner closely with our external accounting firm to facilitate annual budgeting, financial analysis, audit preparations, and tax filings.
Facilities & Risk Management: Manage physical facilities, lease agreements, space planning, vendor maintenance contracts, and workplace safety protocols.
IT & Data Compliance: Collaborate with our outsourced IT provider to maintain secure systems, robust technical support, and strict compliance with data privacy standards (e.g., HIPAA).
