Position Title:

Business Operations Manager

Position Type:

Regular

Hiring Range:

$44.13- $55.19 per hour; compensation will be based on education, experience, skills relevant to the role, and internal equity.

Pay Frequency:

Hourly

A. POSITION PURPOSE

Under general direction of the Rector and the Director of the Santa Clara Mission Cemetery (SCMC), the Business Operations Manager performs accounting and administrative work, including auditing, analyzing and verifying fiscal records and reports. This position serves the Santa Clara Jesuit Community and the SCMC. The Business Operations Manager requires the ability to communicate effectively, verbally and in writing, with employees, consultants and other University agencies. This position requires the ability to professionally deal with the public, on the phone and in person; and the ability to establish and maintain effective working relationships. This position requires the ability to multi-task at a high level of efficiency; and the ability to work through detail-oriented problems while maintaining substantial attention to detail.

B. ESSENTIAL DUTIES AND RESPONSIBILITIES

With the input of the Rector; prepare the Jesuit Community and SCMC annual budget; applies the principles of accounting within an assigned area; compiles financial information, processes journal entries for various accounts, reconciles accounts and creates reports using financial data. A good understanding and an awareness of the laws and regulations that apply to an accounting function are required to ensure compliance. Possess knowledge of the university’s financial systems. The incumbent is responsible for some of the administrative functions for the Jesuit Community. Successful performance of the work requires good working knowledge of accounting practices and procedures.

1. Accounting responsibilities include:

• Maintain all budget and accounting records for the Jesuit Community and SCMC in QuickBooks online

• Monthly comparison of actuals to budget

• Process accounts payable for Jesuit Community and SCMC

• Maintain accounts payable filing system

• Prepare bank deposits for Jesuit Community as needed

• Bill long-term Jesuit Community guests

• Prepare account analysis as requested by the Rector of SCMC Supervisor

• Refine and keep Chart of Accounts for Jesuit Community and SCMC

• Maintain a current fixed asset schedule for Jesuit Community and SCMC

• Maintain vehicle changes with Arthur J. Gallagher Insurance Company

• Maintain, reconcile and prepare monthly journal entries for all investments for the Jesuit Community and SCMC

• Monthly reconciliation to Workday Reports to monitor SCU expenses charged to the Community and SCMC

• Perform monthly bank reconciliations for Jesuit Community and SCMC

• Prepare monthly journal entries for Jesuit Community and SCMC

• Run month end reports for Jesuit Community and SCMC as requested

• Verify direct deposit of bi-weekly Jesuit salaries to the monthly bank statement and prepare related month end journal entries

• Prepare year-end journal entries, accruals, run reports and provide other information for outside accounting firm in preparation for year-end review/audit

• Prepare monthly and quarterly sales tax reports to Board of Equalization

• Work with SCMC Supervisor on accounting, year end and inventory procedures to ensure accuracy of data

• Work closely with USA West Province to provide year end reports including surplus and contingency calculations

2. Administrative responsibilities include:

• Order and monitor office supplies

• Assist Rector with Jesuit Grants and Scholarships

• Work with Financial Aid and other SCU constituencies

• Assist Jesuit Community members with issues related to medical and dental insurance and billing matters

• Work closely with Assistant to Rector as needed

-Serve as backup in supervising front desk

-Collaborate on Jesuit Grant Applications

-Collaborate on maintaining office supplies and operations

• Other duties as assigned

3. SCMC Specific duties

• Work closely with Director of SCMC to enhance current operations and optimize overall business performance. Identify areas in need of improvement and develop best practice

• Monitor, measure and report on SCMC Financial issues, opportunities and development plans on a monthly/quarterly basis.

• Provided interpretation and recommendations on results to Director of SCMC. Includes evaluating short and long term staffing needs as well as current financial policies and long term strategic planning.

• Oversee overall performance of SCMC Investment Portfolio. Work closely with SCU Investment team to monitor inflows and outflows.

4. HR Liaison duties

• Serve as the primary HR liaison for the Jesuit Community, collaborating closely with Human Resources to ensure alignment with policies and practices.

• Support the implementation of, and compliance with, university-wide and division-specific HR  policies,  procedures, and protocols, while ensuring fairness, consistency, and adherence across respective departments, including those related to independent contractors, honoraria, and personnel agreements.

• Collaborate with HR on payroll issues and oversee student compensation processes for the Jesuit Community; provide recommendations for improvement where appropriate.

• Support managers with recruitment, hiring and onboarding logistics for staff and temporary employees. Manage employment contract review and ensure compliance with university standards for contract employees.

• Serve as the first point of contact for personnel-related matters, including job postings, classification reviews, compensation, and disciplinary actions.

• Develop and maintain organizational charts and staffing models for respective departments, proactively identify equity issues and consulting HR. Collaborate with leadership on classification reviews and reorganizations to meet evolving operational needs.

• Coordinate and support performance review processes and annual merit-based salary planning for respective department(s).

• Manage and support a variety of confidential projects, events, and meetings on behalf of division leaders and campus initiatives.

• Communicate timely HR updates, policy changes, and best practices to departments. Serve on the Human Resources Communication Committee and other university-wide committees as needed.

C. PROVIDES WORK DIRECTION

Position may require direction of student employees as applicable. Would be responsible for mentoring, training and managing student employees.

D. GENERAL GUIDELINES

N/A

E. QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within an  inclusive multicultural environment and to promote and contribute to a respectful workplace.

1. Knowledge

• Generally accepted accounting practices and principles

• Auditing practices and principles

• Computer applications related to work

  • Strong knowledge of QuickBooks online required

  • Strong knowledge of Microsoft Excel required

  • Experience with WorkDay helpful but not required

  • Knowledge of Plotbox helpful but not required

• Standard office practices and procedures

• Applicable laws, codes and regulations

2. Skills

• Maintaining accurate financial records and preparing clear and accurate reports for informational, auditing and operational use

• Reconciling accounts, records, reports and journals

• Preparing financial and/or auditor statements, schedules and reports

• Reviewing and verifying accuracy of data

• Maintaining accounting records for special accounts and projects

• Making sound, independent judgments within established policies and procedures

• Organizing own work, setting priorities and meeting critical deadlines

• Communication to interact effectively with co-workers, managers and the general public sufficient to convey information and to receive work direction

• Strong organization skills and sharp attention to detail.

 3.  Abilities

• Able to work independently

• Ability to prepare and present financial analyses and operational reports to senior leadership to support informed decision making

• Ability to balance operational priorities with exceptional customer service in support of the institution’s mission

• Ability to build strong relationships across diverse teams and operational levels

• Strong conflict resolution skills to address misalignment between strategic visions and operational realities.

4. Education

Bachelor’s Degree in accounting, business or related field required.

5. Years of Experience

Minimum of five years experience in accounting-related or bookkeeping work required.

F. PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.  A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

• Considerable time is spent at a desk using a computer terminal.

• May be required to travel to other buildings on the campus.

• May be required to attend conference and training sessions within Bay Area or in- or out-of-state locations.

G.   WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

• Typical office environment.

• Mostly indoor office environment with windows.

Telecommute

Santa Clara University is registered to do business in the following states: California, Nevada, Oregon, Washington, Arizona, and Illinois. Employees approved to telecommute are required to perform their work within one of these states.

 

EEO Statement

Equal Opportunity/Notice of Nondiscrimination

Santa Clara University is an equal opportunity employer. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, ethnicity, national origin, citizenship, ancestry, religion, age, sex, sexual orientation, gender, gender expression, gender identity, marital status, parental status, veteran or military status, physical or mental disability, medical conditions, pregnancy or related conditions, reproductive health decision making, or any other characteristic protected by federal, state, or local laws.  For a complete copy of Santa Clara University’s equal opportunity and nondiscrimination policies, please visit the Office of Equal Opportunity and Title IX website at  https://www.scu.edu/title-ix/. 

 

Clery Notice of Availability

Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please visit the Campus Safety Services website. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.

 

Americans with Disabilities Act

Consistent with its obligations under the law, Santa Clara University will provide reasonable accommodations to applicants and employees with disabilities.  Applicants who wish to request a reasonable accommodation for any part of the application or hiring process should contact the Department of Human Resources ADA Team at [email protected] or by phone at (408)554-4392. Please note: This contact information is intended for accommodation requests only. Resumes or inquiries about application status sent to this inbox will not be reviewed or forwarded. For resumes or questions regarding application status, please contact [email protected].