Business Operations Manager

General Summary

Reporting to the Associate Controller, the Business Operations Manager oversees the business office's day-to-day administrative and financial operations, including managing billing (A/P), vendor relations, compliance-related tasks (1099 and 1098-T, student billing, and additional special financial compliance and reporting projects as needed). The Business Operations Manager ensures compliance with institutional policies and regulatory requirements while providing excellent service to students, staff, and faculty.

The role is designed to alleviate the administrative load on the business office by improving process efficiency and ensuring compliance with institutional and regulatory requirements.

Essential Functions

Financial Management:

• Maintain accurate financial records, including accounts payable, accounts receivable, and general ledger maintenance.
• Oversee student billing, including tuition, fees, and other charges, ensuring timely and accurate invoicing.
• Work with the financial aid office and Assistant Bursar to coordinate and process student payments, scholarships, and loan disbursements.
• Prepare regular financial reports for management, identifying trends, discrepancies, and areas for improvement.

Compliance and Audits:

• Ensure all financial transactions comply with institutional policies and external regulatory requirements, including state and federal laws.
• Manage the preparation, filing, and management of institutional 1099 and 1098T forms in compliance with federal and state regulations, particularly those affecting higher education institutions.
• Prepare for and assist with financial audits, accreditation reviews, and regulatory reporting.
• Liaise with accreditation bodies and ensure documentation is up to date and accurate.
• Handle the preparation, filing, and management of institutional 1099 and 1098-T forms in compliance with federal and state regulations, particularly those affecting higher education institutions.

Student Account Services:

• Provide guidance and support to students regarding their accounts, billing issues, and payment plans.
• Address student inquiries promptly and professionally, offering solutions to payment-related concerns.
• Develop and enforce policies related to student financial obligations, including tuition deadlines and refund policies.

Vendor and Contract Management:

• Manage relationships with external vendors, ensuring timely payment for goods and services.
• Act as a liaison between the college and external vendors, contractors, and service providers.

Process Improvement:

• Identify and implement improvements in business office procedures to increase efficiency and accuracy.
• Ensure the integration of financial software and technologies, training staff as needed.

Team Leadership:

• Supervise business office staff and support personnel.
• Provide training, support, and performance evaluations for team members.
• Foster a collaborative and productive work environment.
• Maintain strong relationships with faculty, staff, and students to address concerns and improve operational processes.

Supervisory Responsibilities:

• Supervise junior staff, interns, or project-specific team members who assist with billing, compliance filings, and special accounting projects.
• Assign responsibilities for routine and project-based accounting tasks, ensuring the deadlines are met and that work is completed accurately and efficiently.
• Provide guidance, training, and mentorship to staff to enhance their skills and ensure they understand institutional accounting policies and procedures.
• Conduct regular performance evaluations and provide feedback to staff members, fostering professional growth and development within the department.
• Lead cross-departmental teams or committees when managing large accounting projects or collaborating on institutional initiatives.

Knowledge, Skills, and Abilities

• Strong leadership and team management skills.
• Excellent communication and interpersonal skills.
• High proficiency in accounting software, payroll systems, and office productivity tools (e.g., MS Office, ERP systems).
• Attention to detail, with strong organizational and time management skills.
• Problem-solving ability and the capacity to work under pressure.
• Strong understanding of accounting principles, financial reporting, and payroll systems.
• Familiarity with student billing systems and financial aid processes.
• Knowledge of federal and state compliance regulations regarding fiscal management in educational institutions.

Minimum Qualifications:

• Bachelor's degree in business administration, Accounting, or Finance or eight years of relevant experience.
• The ability to manage several tasks and/ or projects simultaneously, strong organizational skills, interpersonal skills, and a demonstrated commitment to customer service will accompany a proven record of accomplishment in building quality relationships.

Preferred Qualifications:

• Master's degree in a related field.
• Prior higher education experience