Business Office Manager
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Job Location:
Randolph, MA - USA
Monthly Salary:
Not Disclosed
Posted on:
2 days ago
Vacancies:
1 Vacancy
Job Summary
Business Office Manager
About Boston Higashi School
Boston Higashi School is a nonprofit educational organization serving students with autism through the Daily Life Therapy model. Our mission focuses on structured learning physical activity creative arts and social development to help students build independence and confidence.
We are seeking a highly organized and collaborative Business Office Manager to support the administrative and financial operations of the school.
Position Overview
The Business Office Manager plays a key role in supporting the Executive Director Accounting Manager and Chief Development Officer while ensuring the efficient day-to-day operation of the Business Office. This position combines administrative leadership financial coordination contract management and event support requiring strong organizational skills and attention to detail.
Key Responsibilities
Executive Office & Administrative Support
- Support the Executive Director with daily administrative functions including correspondence scheduling contracts and collections.
- Maintain the schools Contracts Log and coordinate the distribution of contracts to school districts and agencies.
- Maintain records for in-state and out-of-state tuition rates for each fiscal year.
- Maintain files related to vendor agreements private consultants inspections and certifications for both campuses.
- Coordinate documentation related to construction and fiscal plant management.
Board & Governance Support
- Prepare and distribute meeting notices for the Board of Directors and Members of the Corporation.
- Record and maintain official meeting minutes and related documentation.
Financial & Business Office Operations
- Assist the Accounting Manager with accounts payable receivable and audit preparation.
- Serve as a check signer for operating and payroll accounts.
- Deposit checks in the absence of the Accounting Manager and manage bi-weekly petty cash.
- Track CD renewal dates and trademark renewals.
- Manage vendor documentation including W-9 forms and Massachusetts tax exemption certificates (ST-2 and ST-5).
Purchasing & Office Services
- Act as the schools purchasing agent and manage vendor services such as Shred-It and Poland Springs.
- Assist with matching packing slips to invoices for accounting processing.
- Receive and distribute Business Office mail and manage the postage meter.
Financial Tracking & Program Support
- Maintain financial tracking spreadsheets related to:
- Donations and donor acknowledgment letters
- School store Higashi Café and Daily Life Therapy Farm sales reconciliation
- Vacation Camp and CAEP program payments and invoicing
- Reconcile online donation platforms including Stripe GiveSmart PayPal and Square.
- Maintain uniform inventory and assist with related purchasing.
Insurance & Compliance
- Coordinate annual insurance renewals accident claims certificates of insurance and insurance binders.
- Maintain documentation related to facility inspections and certifications.
Development & Fundraising Support
- Support the Chief Development Officer with fundraising events and donor communications.
- Prepare acknowledgment letters for donations including memorial gifts and stock transfers.
- Assist with the organization and financial tracking of major fundraising events including the Annual Gala golf tournaments conferences and other school events.
- Maintain event tracking spreadsheets guest lists and online event management platforms such as GiveSmart.
- Assist with reconciliation of fundraising deposits and auction proceeds.
Qualifications
- Bachelors degree in Business Administration Accounting or a related field preferred
- Strong organizational skills with the ability to manage multiple priorities
- Excellent attention to detail and record-keeping abilities
- Strong interpersonal and communication skills
- Ability to work effectively in a multicultural environment
- Positive professional attitude and collaborative work style
Required Experience:
IC
