Business Office Coordinator

The Collegiate School seeks a dedicated, dynamic, and experienced full-time Business Office Coordinator in the Business Office. The ideal candidate will possess a strong background in office support, managing data and serving as an effective liaison across various departments and divisions with an ability to manage multiple demands on any given day. Additionally, the Business Office Coordinator must possess an enthusiastic commitment to the importance of building and sustaining a collaborative and inclusive school environment.

General Summary:

Under the general direction of the Chief Financial and Operating Officer, the Business Office Coordinator is responsible for providing extensive administrative and operational support for the Business Office functions. This position contributes to the overall success of the School by establishing priorities and identifying and resolving administrative problems and providing hands-on assistance and guidance to the Business Office team and other departments. This person will proactively identify business needs, researching and choosing solutions and examining current best practices to suggest improvements and opportunities.

Essential Duties:

Administrative

• Provides administrative and calendar support to the Chief Financial and Operating Officer and Board of Trustees committees;
• Serves as the point person for the Business Office by greeting visitors, answering calls, monitoring department email accounts, and representing the Business Office in a professional manner internally and externally;
• Opens and sorts mail, ensuring mail is properly distributed in a timely manner;
• Maintains various shared drive files in an organized fashion;
• Provides support for all other Director-level Business Office staff including the Controller, and the Directors of Human Resources and Facilities;
• Coordinates and assists in the reporting of the School's data for annual benchmarking surveys;
• Manages projects for the Business Office

Finance

• Assists Controller with the annual financial audit and other related duties as requested;
• Maintains vendor files, Business Office correspondence;
• Assists in the accounts payable and credit card expense management processes;
• Processes incoming checks and makes bank deposits;
• Communicates with families regarding billing matters

Operations

• Supports the Director of Facilities by maintaining records, coordinating facility use requests;
• Manages facility rentals;
• Assists with insurance renewals and risk management programs;
• Orders office and breakroom supplies;
• Coordinates procurement of furniture for various departments

Education and Experience:

A Bachelor's degree from an accredited college or university in Business, Accounting, Management, Communications or related field and a minimum of 3-5 years of related experience; or equivalent combination of education and experience. Experience in a school organization preferred.

Special Requirements:

• Must be able to complete a background check

Knowledge, Skills and Abilities:

• Ability and willingness to participate fully in a dynamic day school located in New York City;
• Ability to work outside of normal business hours for board meetings and special events when necessary;
• Proficient in Google Suite, Microsoft Word and Excel;
• Excellent organizational skills with a keen eye for detail;
• Excellent communication skills, both orally and in writing;
• Ability to multitask, keep calm under pressure and treat everyone with respect;
• Willingness to undertake simple and complex tasks with equal enthusiasm and energy;
• Sound judgment and discretion in responding to urgent, confidential matters;
• Displays curiosity, a positive attitude, flexibility and a good sense of humor;
• Ability to follow all policies and procedures of the School as written in the employee and parent handbooks.