Summary
The Business Operations Associate (BOA) is responsible for supporting the day-to-day business operations of the school, including bookkeeping, accounts payable / receivable, asset management, human resources, insurance, budget development / oversight, reporting, and our financial aid program.
Employment Type : Full-Time Administrative Staff, Exempt
Reports to : Director of Business Operations
Essential Expectations
- Enthusiasm for the school's mission and values.
- Perform duties and responsibilities as described in your job description.
- Uphold the school's professional standards of personal presentation, punctuality, professional courtesy, and discretion.
- Represent the school effectively to its constituents, including a client services disposition
- Maintain a professional demeanor on and off campus.
- Maintain professional credentials, as appropriate.
- Honor the confidentiality of school, student, family, and employee information.
- Comply with all policies and procedures.
- Work effectively with colleagues, families, school leaders, and students.
- Develop professional goals to advance the school's strategic objectives and engage in relevant professional growth.
- Substantial and mature in Christian faith, thought, and character
- Uphold the school's standards and expectations for community behavior and morality
- Work a 40-hour, in-person work week, arriving on time.
Personal Characteristics
The Business Operations Associate is a person mature in Christian faith,
who values and understands the liberal arts within a high school context and can effectively support the work of the office. They must resonate and support the mission of the school. The Business Operations Associate will exhibit integrity and spiritual depth, possess management and administrative gifts, exhibit enthusiasm and high energy for the task, understand the diverse constituencies of Pacifica, communicate with warmth and understanding, work as a member of a team, and enjoy the challenge of consistently improving the school's efforts to attract and retain the highest quality student-body within the context of the school's mission.
Job Responsibilities
Accounting / Finance
Work with school leadership to develop and manage the school budgetSupport A / P and A / R functions, including tuition and fee collection.Supports the collection of delinquent tuition and prepares monthly reports.Manage bookkeeping files by maintaining accurate records of all financial activities / transactions, ensuring it follows the guidelines for accrual accountingComplete reconciliation of all bank accounts, petty cash, and credit cardsPrepare financial reports for department heads, executive team, and board of directors on a monthly and yearly basis, including budgets, cash flow statements, profit and loss, variance reports, and dashboard dataPrepare all financial documents for outside CPA firms to prepare the form 990 on a yearly basisReconcile benefit payroll deductions with enrollment paperworkSubmit withholdings to the retirement institutionSupport Advancement with gift management and recordingRecord and track all charitable gifts, including any restricted giftsSupport the re-enrollment processHuman Resources
Act as primary liaison with benefits broker and faculty regarding health and life insurance benefitsMaintain employee files and process new employee recordsTrack and manage all employee training requirements and time off balancesPayroll processingManages the employee onboarding and offboarding processFinancial Aid
Assist with the evaluation of yearly financial aid. Maintain records / liaise with Clarity and meet with departments to help with assessments.Assist with scholarship applications and In Christo reportsRisk Management and Insurance Support
Maintain injury reporting systemAct as the primary point of contact for insurance broker on daily needsLiaison with Insurance Broker and providers on policy issues and renewalsOther Operations
Maintain all vendor files and recordsMaintain all business documentation, including articles of incorporation and assets such as the vehicle fleet.All School Event Attendance
Dedication ServiceAdmissions Open HousesGraduationAnnual Fund GalaAll School RetreatBack to School NightAccepted Student ReceptionJob Qualifications
Bachelor's degree in Business Administration, Accounting, Finance, or a related field.Strong financial management skills with experience in budgeting, bookkeeping, accounts payable / receivable, and financial reporting.Proficiency with financial software (e.g., QuickBooks, Excel, or similar platforms) and the ability to maintain accurate financial records.Experience in human resources functions, including payroll processing, benefits administration, and employee onboarding / offboarding.Knowledge of financial aid processes and familiarity with systems for managing student aid and scholarship applications.Strong organizational skills with the ability to handle multiple tasks, manage records, and ensure compliance with policies and procedures.Excellent communication skills to work effectively with faculty, staff, students, and external partners (e.g., insurance brokers, vendors).Commitment to confidentiality and the ability to handle sensitive information with discretion in a school environment.
