Associate Director of Business Operations

Unitarian Universalist Assoc of Congregations.•Boston, MA

5d•$80,000 - $84,000•Hybrid

About The Position

The Associate Director of Business Operations reports to the Chief Financial Officer and has significant responsibilities for maintenance of accurate financial records, preparation of sales and product reports, management of transactional processes related to cash receipts and disbursements, preparation of data for tracking backlist reprints, and general office support. The Associate Director of Business Operations supervises one staff – the Associate Business Manager who monitors backlist inventory levels and handles various monthly GL close activities including cash and inventory reconciliations. Acumen is the core financial system for Beacon Press and PRH STAR is repository for sales and inventory activity handled by PRH and the Associate Director of Business Operations is required to have detailed understanding of how both systems work.

Requirements

Detailed understanding of Acumen financial system
Detailed understanding of PRH STAR sales and inventory system
Experience with financial record maintenance
Experience with sales and product reporting
Experience with transactional processes related to cash receipts and disbursements
Experience preparing data for tracking backlist reprints
Experience with general office support
Experience with monthly GL close process
Experience with sales reporting and analysis
Experience with fiscal year end audit schedules
Experience with product and contract set up in Acumen
Experience with royalty payouts
Experience with cash receipts and AR
Experience with cash disbursements and AP
Experience with T&E processing
Experience with IRS 1099 reporting
Experience with backlist reprint analysis
Experience with Beacon Audio administration
Supervisory experience

Nice To Haves

Cross train with Associate Business Manager to ensure back up continuity for this key task
Identify functionality in STAR that can provide additional analytics and possibly replace some legacy tools to track backlist reprints

Responsibilities

Overall supervision of monthly GL close process and checklist sign offs for CFO
Monthly Sales Reporting & Analysis to BLT
Quarterly Sales Reporting to Beacon Staff
Audio Sales Reporting to Beacon Staff
Preparation of assigned fiscal year end audit schedules
Documentation and refreshes of Business Office task checklists
All Beacon saleable product set up in Acumen
All Author contracts set up in Acumen
All Rights and Licenses set up in Acumen
Direct preparation of statement
Perform accuracy testing
Author Advance Reserve Analysis (quarterly)
Compute payout reserve for new titles
Handle author inquiries
Manage Author Portal
Perform QA analysis after each payout – inquiries, returned checks, etc.
Posting cash
Review AR Aging
Oversight for timely processing of payments
Education of staff on Beacon Authorization Matrix and invoice processing workflows
Phased transition in Acumen of various categories of cash spend from printed checks to electronic disbursement
In coordination with CFO refresh and maintain workflow for T&E processing
Monthly accounting responsibilities for T&E (timetable TBD)
Prepare files for annual reporting to IRS for 1099’s
Cross train with Associate Business Manager to ensure back up continuity for this key task
Perform ad hoc sales and inventory analysis as needed for Director of Sales and CFO
Identify functionality in STAR that can provide additional analytics and possibly replace some legacy tools to track backlist reprints
Process narration/production contracts per the Beacon Authorization Matrix
Maintain record of narration/production contracts
Accounting to track cost spend per audio
Sales and cost analysis for Beacon Audio operational reviews
Track third party Audio license sales
Support, coach and supervise Associate Business Manager
Complete required performance review and all compliance related training for supervisors