Business Office Manager

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, Give Smart, Pay Pal, 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 Give Smart.
• 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