Business Operations Manager

Santa Clara University • Santa Clara, CA

8d • $44 - $55 • Hybrid

About The Position

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.

Requirements

• Bachelor’s Degree in accounting, business or related field required.
• Minimum of five years experience in accounting-related or bookkeeping work required.
• Ability to effectively establish and maintain cooperative working relationships within an inclusive multicultural environment and to promote and contribute to a respectful workplace.
• 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.
• Standard office practices and procedures.
• Applicable laws, codes and regulations.
• 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 public sufficient to convey information and to receive work direction.
• Strong organization skills and sharp attention to detail.
• 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.

Nice To Haves

• Experience with WorkDay helpful but not required.
• Knowledge of Plotbox helpful but not required.

Responsibilities

• Prepare the Jesuit Community and SCMC annual budget.
• Apply the principles of accounting within an assigned area.
• Compile financial information, process journal entries for various accounts, reconcile accounts and create reports using financial data.
• Ensure compliance with applicable laws and regulations for accounting functions.
• Maintain all budget and accounting records for the Jesuit Community and SCMC in QuickBooks online.
• Perform 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.
• Perform 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.
• 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.
• Work closely with Director of SCMC to enhance current operations and optimize overall business performance.
• Identify areas in need of improvement and develop best practices for SCMC.
• Monitor, measure and report on SCMC Financial issues, opportunities and development plans on a monthly/quarterly basis.
• Provide interpretation and recommendations on SCMC financial results to Director of SCMC.
• Evaluate short and long-term staffing needs for SCMC.
• Evaluate current financial policies and long-term strategic planning for SCMC.
• Oversee overall performance of SCMC Investment Portfolio.
• Work closely with SCU Investment team to monitor inflows and outflows for SCMC.
• 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.
• Collaborate with HR on payroll issues and oversee student compensation processes for the Jesuit Community.
• Provide recommendations for improvement in student compensation processes.
• 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 consult with 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.
• Mentor, train and manage student employees.

Benefits

• Compensation will be based on education, experience, skills relevant to the role, and internal equity.
• Medical and dental insurance.
• Reasonable accommodations for qualified persons with disabilities.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level