Chief Administrative Officer

Prevention Institute Published: August 8, 2017
Job Type
Contact Name (not public)
Emily Kemp
221 Oak Street



 (Oakland, CA Office)

Prevention Institute (PI) is seeking a dynamic, high capacity individual to lead its finance and administrative team. The Chief Administrative Officer (CAO) position is an extraordinary opportunity for an experienced finance and administrative leader who values teamwork to strengthen and maximize the internal capacity of a well-respected, high-impact organization.


About the Organization

Prevention Institute, a dynamic, fast paced organization, moves beyond approaches that target individuals, one person at a time, to create systematic, comprehensive strategies that change the conditions that impact community health. Determined to improve health and safety for everyone, PI builds prevention and equity into key policies and actions to transform the places where people live, work, play, and learn. PI’s work is characterized by an interdisciplinary approach and a strong commitment to community participation and promotion of equitable health outcomes among all social and economic groups. Our topical work includes advancing community prevention through health systems transformation; promoting health equity; fostering healthy environments, such as those that support healthy eating and active living; mental health and well-being; and preventing injury -- including violence -- and trauma.

Since its founding in 1997, PI has forged a strong track record in developing tools, building momentum for primary prevention, and in moving policy- and decision-makers toward an ever greater focus on community well-being and prevention. This same cutting-edge thinking and energy is evident in the organization’s administrative infrastructure, including its headquarters located in Jack London Square. PI has an annual budget of approximately $7 million, a staff of 40-45, three offices (Oakland, Los Angeles and Washington, D.C.) and a few staff based in other locations across the country. The team operationalizing the below responsibilities currently consists of five full time staff. More information about PI is available on its website at


General Role

Reporting to the Executive Director and as a member of the Executive Team, the CAO is responsible for providing advice, analysis, direction, oversight, and hands-on implementation of financial and administrative matters; identifying opportunities for improved efficiencies and performance within the finance and administrative team and across the organization, and for ensuring a physical environment that supports and advances the organization’s cutting edge work.

Responsibilities Include:


  • Financial Management: Oversee all day-to-day operations, financial systems, and procedures. Ensure that adequate internal controls are in place and maintained. Direct and coordinate the annual budgeting process in partnership with the Executive Director and Executive Team. Oversee financial reporting, AR and AP, payroll, and purchasing. Monitor investments/reserves, income projections, cash balances and forecasting. Oversee regular production of the financial packet for review and approval by the Board of Directors. Serve as primary interface with external CPA and link with Board treasurer and audit committee.
  • Grants and Contracts: Oversee the development of budgets and budget narratives for grants and large contract proposals as well as the review and submission processes for overall completion and compliance, especially in terms of administrative/fiscal requirements. Establish and maintain current labor rates and other fee schedules for use in small consulting, training and technical assistance opportunities; assist program staff to effectively utilize different strategies for pricing these opportunities. Oversee and review all opportunities for invoicing or bill back to ensure accuracy, timeliness and correct accounting. Ensure that direct expenditures are consistently aligned with grant budgets throughout the grant term and that allocations appropriately reflect staff deployment. Develop and oversee tools, including but not limited to a grants calendar, to ensure timely completion and submission of deliverables and financial reports and pursuit of opportunities for funding renewals. Oversee development and/or review of agreements with external content experts and consultants. Maintain communication with funders and contractors as well as the lead staff internally on each grant/contract.
  • Strategy and Fiscal Leadership: Analyze and communicate the organization’s financial status to senior leadership and create tools or reports that support organizational decision making, including deployment of staff being linked to related funding. Monitor organizational spending and revenues to ensure a strong fiscal position is maintained and project financial status for future years. Make recommendations to foster improved efficiency across the organization. Liaise with Board of Directors’ Treasurer, Finance and Audit Committees.
  • Annual Audit and 990s: Establish and maintain tools, procedures and systems to ensure a clean review. Liaise with external auditor. Oversee the review and finalization of audited financial statements and tax returns.
  • Expense Management: Establish effective expense tracking and reporting. Identify opportunities to reduce organizational costs and potential risk and to ensure efficient use of resources. Oversee new service or vender selection, contract review, etc.
  • Development: Support the creation of systems and tools that help identify new funding opportunities and efficient completion of proposal development and submission. Foster an environment that ensures positive and productive relationships with funders.


  • Human Resources: Oversee personnel and human resource related systems, processes and tools that support hiring, onboarding, benefits, payroll, grievances, staff development and training, compliance, etc. Oversee annual performance appraisal process and administer approved salary adjustments. Promote a culture of high performance and productivity that values shared learning and a commitment to high quality.
  • Finance and Administrative Team: Oversee, direct, and organize the work of the finance and administrative team, including the administrative assistant program.
  • Office and Facilities Management: Oversee facility and building management, review of lease(s), relationships with landlord(s), etc. Ensure timely and resource appropriate follow up to facility issues identified by staff.
  • Office Operations and General Administration: Oversee and maintain green business practices and other administrative systems to promote ensure effective and productive office operations.
  • Technology: Oversee the relationship with the long-time IT vendor. Monitor the current technology infrastructure, including hardware, software, local vs. cloud based solutions, phone systems, video conferencing solution, etc., to ensure that staff has the most appropriate technology, tools and applications to best support their financial, administrative and programmatic goals. Facilitate Dynamics CRM implementation and roll out. Evaluate and recommend new or upgraded technology consistent with organizational priorities and resources.


Qualification Summary

The ideal candidate will have launched their professional career in accounting and finance and have moved up the administrative ladder in terms of increasing responsibility and leadership.

Ideal Requirements for the Position:

  • Minimally 5-8 years of experience in a senior-level position, ideally in a $6M+ complex non-profit with multiple programs, with diverse funding streams, including government contracts, subaward arrangements, and fiscal sponsorship
  • Knowledge of generally accepted financial management and accounting principles, and specifically non-profit accounting, AR and AP management, payroll, budget development and management, and financial statement preparation
  • Experience with a standard accounting/financial management system
  • Experience with audits and legal compliance
  • Knowledge of human resources management and sound, compliant personnel practices
  • Experience supervising financial/administrative staff and leading a team
  • Outstanding communications skills, written and oral; experience in effectively communicating key information, including presentations to staff, senior management, Board of Directors and/or other outside partners
  • Proven ability to work in fast paced, dynamic environment, prioritize projects and deliverables, and interact effectively with cross-function teams and/or senior management

Personal Competencies

  • Interest in and eagerness to oversee, develop and advance the entire suite of financial and administrative responsibilities
  • Flexibility and the ability to manage multiple responsibilities and track numerous deadlines simultaneously
  • Proactive, hands-on strategic thinker with excellent problem-solving skills and ability to see beyond numbers and simple reporting to strategic data interpretation and identification of trends and new possibilities
  • Excellent quantitative and analytical skills
  • Experience with the assessment, acquisition and implementation of technology
  • Ability to develop and maintain relationships with service providers, contractors and/or consultants
  • Interest in and commitment to prevention, health, and social justice
  • Excellent interpersonal and relationship building skills; ability to work effectively as part of a team
  • Ability to prioritize, negotiate, and multi-task while maintaining vigilant attention to detail
  • Demonstrated resourcefulness and good judgement

Preferred but not required

  • MBA and/or CPA
  • Experience working with FundEZ
  • Experience researching and seeking grant opportunities from Foundations and Government Entities

Salary and Benefits: Competitive salary with excellent benefits package and retirement plan.

To Apply: Interested candidates should send cover letter with salary requirements, resume, and writing sample to  No phone calls please. Incomplete applications will not be considered.

**We strongly encourage applicants of color, LGBTQI and bilingual candidates to apply**

How To Apply

To Apply: Interested candidates should send cover letter with salary requirements, resume, and writing sample to  No phone calls please. Incomplete applications will not be considered.

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