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 school’s 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 school’s 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
- Bachelor’s 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