Site Supervisor Business Operations

Loyola Marymount University•Westchester, IL

79d•$61,800 - $77,300•Onsite

About The Position

Under general supervision, this role is responsible for creating and maintaining a professional office environment while supporting the overall success of the LMU Children’s Center. This includes managing enrollment, facilities, accounting, reporting, financial functions, customer service, and community relations to promote efficiency and support daily operations. The Site Supervisor also serves as the primary liaison for the Children’s Center to staff and families.

Requirements

Typically a Bachelor’s Degree or equivalent experience.
Minimum 3 years general office experience with emphasis on customer service and direct responsibility for problem solving or facilitating customer inquiries.
Some general accounting or accounts payable/receivable experience.
Ability to manage multiple conflicting priorities.
Ability to communicate information in a way that encourages response to questions from clients, customers, and the general public.
Ability to interpret a variety of instructions provided both orally and in written form.
Ability to analyze, manage, multi-task, motivate, plan, organize and execute day-to-day operations; work under constant deadlines and maintain a rigorous and detail-oriented approach to each task.
Ability to assess, prioritize and delegate the flow of work on a daily basis.
Ability to write and edit memos, minutes, and other documents accurately and efficiently.
Strong mathematical skills to calculate financial data and provide error-free reports.
Knowledge of Microsoft Office software required.
Demonstrated extensive working knowledge of Excel.
Ability to use sound judgment, analyze disparate information, evaluate complex and ambiguous situations and recommend solutions.
Excellent interpersonal, written and verbal communication skills to competently assist staff and parents.
Exceptional organizational skills.
Highly developed organizational skills to effectively maintain large quantities of financial information in paper files, databases and online systems.

Nice To Haves

Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.

Responsibilities

Provide skilled administrative support, including preparing confidential and non-confidential documents, handling sensitive information with diplomacy, and maintaining a clean and professional environment. Support front desk operations as needed.
Assist with accreditation, licensing, calendar development, parent and staff communications, and editing/proofreading documents such as the Newsletter and General Assessments.
Process tuition fees, ensuring timely deposit, appropriate receipts, and tracking of parent accounts. Perform monthly reconciliation of tuition and other payments between LineLeader and Workday. Monitor past-due balances and follow collection procedures.
Monitor spending, reconcile expenses for all accounts, and produce quarterly financial reports and profit and loss statements for the Children’s Center Director. Maintain P-Card applications and reconcile online charges and monthly statements. Properly code/charge and approve invoices, resolve payment problems, and process/record payments.
Negotiate, finalize, and maintain contracts and agreements, including payment plans, with vendors, equipment maintenance companies, parents, and other service providers. Serve as the primary liaison with the Controller’s Office.
Hire, supervise, train, and coordinate schedules of work-study students. Process student work awards, review timecards for accuracy, and track student hours against budget allocations, reporting discrepancies to the Director and Associate Director.
Assist with the management of the enrollment process, including processing applications, making enrollment calls, and managing the waitlist, at the direction of the Associate Director.
Assist the Director and Associate Director with special projects, which may include research related to operations, programming, and compliance.
Provide fundraising support to the Director through communication, campaigns, and fundraising activities, including event coordination.
Perform other duties as assigned or requested, such as covering in classrooms on an ongoing basis.