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Ursuline Academy of New Orleans · 2 days ago

Business Office Manager

New Orleans, LA

Full-time

Onsite

Entry, Mid Level

2+ years exp

Ursuline Academy Of New Orleans is seeking a Business Office Manager who will report directly to the Academy President. The role involves managing a wide range of general business and financial programs, including human resources, payroll, accounts payable, and accounts receivable, while fostering the Academy’s unique culture and ensuring compliance with relevant laws and regulations.

EducationPrimary EducationSecondary Education

Responsibilities

Model the Ursuline values of service, courtesy, loyalty and courage by attitude and action. Integrate the Ursuline Mission and Core Values into all activities

Contribute to the mission and standards of the school by creating operations policies and programs that foster the Academy’s unique culture and programmatic offerings

Provide support, analysis, and recommendations to the Academy President on areas of policy, financial management, reporting, budget generation, and tuition collection

Generate budget or financial reports on an as-needed basis, preparing or sharing required tax forms, and ensuring proper usage of financial forms and procedures

Manage the accounts payable process, advise employees on proper accounts payable procedures, and assist with accounts receivable and billing. Pull data on accounts payable to determine where follow up is needed, budget implementation, etc

Manage input and processing of bank transactions, Raiser's Edge transactions, and cash and check deposits

Provide general tuition services, such as assisting families with tuition accounts via Smart Tuition, preparing reports, and preparing family statements. Pull data on tuition to determine delinquent tuition, overcharges, etc

Serve as first point of contact for student accident insurance claims and processing. Work with student families to provide them with claim information in the event of student accidents

Manage payroll process and systems. Prepare payroll forms; monitor and maintain appropriate payroll related documents; prepares payroll; research and resolve payroll issues for employees. Serve as primary point of contact for faculty and staff on payroll policies and procedures. Pull regular payroll reports to ensure correct amounts and correct any issues

Submit enrollment applications to healthcare and dental, vision, life insurance, and 403(b) carriers. Administer all benefits, including plan changes, benefit summary, and open enrollment process. Assist employees with all benefit changes due to qualifying events, name, and address changes. Reconcile monthly benefit invoices and submit payment

Maintain records of employee files and staff payroll information, and ensure files are updated as needed

Complete employment verifications for current and former employees

Act as Workers’ Compensation administrator, including completion of accident reports, assistance with claim processing, and completion of workers' comp audits

Coordinate Safe Environment for Faculty, Staff, Employees and Coaches, including annual audit process

Oversee purchasing activities, assisting with the annual financial audit, and assisting with any administrative support

Use available data and reporting to support recommendations in business / financials / budgets, human resources, payroll, accounting, audits, etc

Stay updated on trends and best practices in business / financials in education and share with Chief Operations Officer and other Operations staff as appropriate

Provide recommendations in the administration of all salaries, benefits programs, and employee record keeping associated with HR

Work with Communications and Academy leaders to post all open positions. Collect and distribute incoming resumes and job applications where necessary

Distribute, collect, and verify all new hire paperwork, enter all new hire information into the payroll system, and create an employment file for all new employees. Review and answer any questions on employee benefits during new employee orientation

Monitor time and attendance for staff. Assist and advise employees on sick time, vacation time, holidays, leave of absence, family medical leave, payroll, benefits, etc. Ensure compliance all state and federal employment laws

Review employee handbook for accuracy and submit recommendations for revision

Train all new Supervisors on HR procedures, policies, and compliance

Create, revise, and implement HR procedures, tools, and policies as needed with approval from legal consultation, Chief Operations Officer, and Academy President. Stay abreast of current legislatures that affect HR area and payroll, implementing new changes when needed. Ensure that Ursuline Academy complies with all state and federal employment laws

Seek out and share ideas for strategic, continuous improvement, with a mind to move the Academy toward strategic goals in all work

Foster high ethical standards, integrity, confidentiality, and respect for colleagues, alumni/ae, parents, and students in all work

Promote Diversity, Inclusion, and Belonging in all aspects of work with the goal of Serviam - I Will Serve - always in mind

Perform other reasonable duties as instructed by President of the Academy and direct supervisor

Qualification

Payroll processingAccounts payableFinancial EdgeData managementHuman resources lawsOrganizational skillsCustomer serviceMathematical calculationsMS-ExcelMS-WordCommunication skillsInterpersonal skills

Required

Bachelors Degree

2+ years of experience in office / data management

Additional education may substitute for required experience

Preferred

Experience with personnel and/or payroll processing in an office setting

Experience with accounts payable

Experience with Financial Edge

Working knowledge of federal, state and local laws, and regulations in human resources

Working knowledge of emerging trends and practices in human resources helpful

Excellent oral and written communication skills

Must possess excellent interpersonal and customer service skills

Must be able to work independently and possess the ability to make independent decisions when circumstances warrant such action

Excellent organizational skills with a focused attention to detail and an ability to manage multiple/competing priorities are required

Proficient with basic mathematical calculations and basic accounting practices

Demonstrated ability to show good judgment in communicating issues that are sensitive and confidential

Must possess the ability to effectively communicate and deal tactfully with other faculty and staff, visitors, parents, students and the general public

Must be flexible, have personal integrity and the ability to function effectively as a team with other employees

Proficiency in MS-Excel and MS-Word preferred

The successful candidate for this position will be subject to a pre-employment background check and safe environment training