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Business Operations Manager

2 months ago

Amherst, Massachusetts, United States InsideHigherEd Full time
Job Summary

The Business Manager is responsible for managing the financial planning and budgeting process at InsideHigherEd. This role ensures accurate financial planning, analysis, and reporting, while also managing key operations. This position requires a balance of financial acumen and technical expertise, with regular interaction with various departments, vendors, and distributors.

Key Responsibilities
  • Budget and Finance Management:
    • Develops and manages the budgeting process and planning using financial software and QuickBooks. Provides quarterly, on-demand, and year-end reconciliations. Tracks and codes all expenses and revenue to ensure accurate profit and loss statement for the company as a whole.
    • Develops, coordinates, and administers policy and procedure for the procurement of goods and services and fiscal management of the company.
    • Makes budgetary recommendations and directs accordingly to ensure spending complies with company, state, and federal rules and regulations.
    • Prepares financial reports, including payroll, quarterly financial reports, departmental budgets, cost of goods data, title-specific profit and loss statements, sales assessments, and other analyses as needed.
    • Performs analyses, projections, and integrates data into spreadsheets to provide up-to-date and accurate information and monitors the flow of funds. Fulfills reporting and deliverable requirements, contract changes, extensions, and amendments. Performs ongoing analysis of revenue, expenses, and cash flow, and prepares both routine and query-based reports for the Director.
    • Monitors and interprets variances to the budget, communicating findings to the Director.
    • Works with Production, Marketing, and other departments to communicate budget updates.
    • Prepares accrual-based budget information for association annual reports, including quarterly and annual data for the Association of University Presses.
  • Royalty Management:
    • Inputs and manages author royalty payments for tracking and disbursement activities.
    • Prepares annual royalty statements and administers payments.
    • Accesses and maintains distributor's system for all royalty information.
    • Responds to author queries about royalties.
    • Manages database with all contract terms, including subsidiary rights and addresses.
  • Accounts Payable and Accounts Receivable Management:
    • Assembles and assesses book payment data from vendors.
    • Processes and approves purchases with vendors and payments to individuals, including employee reimbursements.
    • Maintains record of all income, purchases, and payments, including vendor information. Monitors and tracks this process regularly utilizing QuickBooks.
    • Establishes subvention accounts.
    • Tracks all Accounts Receivable and outstanding payments.
    • Processes and manages bill payments.
  • Rights and Contracts Management:
    • Tracks and manages permission, translation, and option queries. Negotiates and processes translation and film option agreements.
    • Sets permissions fees for use of the company's copyrighted materials.
    • Tracks and files publishing and distribution agreements.
  • Operational Support Services:
    • Manages overstocks and out-of-print titles.
    • Exercises independent judgment in the role of liaison between the company and various departments, including Budget, UPST, IT, Telecommunications, and the Controller's Office.
    • Manages time reporting for the department.
    • Provides administrative support to the Press Director.
    • Serves as office manager, coordinating all space-related issues, transitions, mail shipping services, and supporting all staff regarding office supplies and other workplace needs.
    • Hires and supervises students.
Requirements
  • Associate degree and six (6) years' experience in accounting, finance, or related field. Bachelor's or higher degree in accounting, finance, or administration may be substituted for two (2) years of experience.
  • Proficiency in QuickBooks or similar accounting software demonstrated by two (2) years of professional experience utilizing such software.
  • Proficiency in budgeting and financial analysis. Strong analytical skills with the ability to interpret financial data and variances.
  • Proficiency with various computer applications, including working knowledge of spreadsheet software applications and competence in running queries in computerized databases. Ability and aptitude to learn new software systems.
  • Strong interpersonal skills with the ability to interact effectively and maintain harmonious relationships with a diverse population of authors, staff, faculty, students, and off-campus constituents.
  • Strong organizational skills and attention to detail with the ability to complete assignments in a timely manner, balancing the demands of concurrent and potentially competing projects.
  • Strong written and verbal communication skills. Ability to write concisely, express thoughts clearly, and develop ideas in a logical sequence.
  • Demonstrated ability to maintain high levels of accuracy and attention to detail.