Assistant Business Manager

Assistant Business Manager Wilbur Wright College

City Colleges of Chicago's vision is to be recognized as the city's most accessible higher education engine of socioeconomic mobility and racial equity - empowering all Chicagoans to take part in building a stronger and more just city. The community college system's more than 3,500 faculty and staff serve more than 60,000 students annually at seven colleges and five satellite sites.

Job Summary

Reporting to the Director of Business Services, the Assistant Business Manager – is responsible for supporting the financial, operational, and administrative functions of the department. This position ensures efficient business operations, budget management, procurement compliance, contract administration, and coordination of various business service activities. The Assistant Business Manager works collaboratively with Business Services staff, college leadership, faculty, staff, vendors to support the mission and goals of City Colleges of Chicago.

At Wright College, the Assistant Business Manager - serves as the second-in-charge of a college's Business Office, assisting in directing and managing the day-to-day operations of the department. Responsibilities include supporting financial and business operations; monitoring and reporting financial transactions and expenditures; assisting with the management of grant, operating, and auxiliary budgets; overseeing purchasing and procurement activities; ensuring compliance with college policies and procedures; and supporting customer service, cashiering, and revenue management functions.

The Assistant Business Manager also provides leadership and oversight of key Business Office operations, including front-desk services, cash handling and reconciliation processes, student payment transactions, accounts receivable activities, and the review and processing of purchasing documents and invoices. The position supports the coordination of office workflows, promotes operational efficiency and customer service excellence, supervises Business Office support staff, and serves in the absence of the Director of Business Services to ensure continuity of departmental operations.

Essential Duties

· Supervises and monitors work activities of College Bursar Assistants engaged in providing customer service and assisting students with account inquiries including tuition and fee payments, payment plans, status of student accounts, and related inquiries.

· Provides guidance and support to staff in reviewing student accounts and explaining transactions, tuition debt, and registration holds to students. Works directly with staff and students to resolve complex issues.

· Oversees staff in researching and analyzing student accounts with registration holds to identify discrepancies and validate accuracy of account information. Makes determination and approves removing holds on student accounts.

· Oversees the processing of tuition and book vouchers for third party billings. Ensures student accounts in Campus Solutions CS9) reflect voucher status, that Assistant Business Manager-College payments are posted to student accounts, and that information requested by third party vendors is provided.

· Oversees cashiering operations, ensuring proper procedures are followed in the receipt of cash and checks for tuition and fee payments; the issuance of receipts; and the posting of payments to student accounts using PeopleSoft Financials.

· Monitors and ensures cashiers balance out cash drawers. Reviews and verifies accuracy of reconciliation reports balancing revenue receipts with student accounts. Coordinates weekly cash pick up with armored guard /security vendor.

· Supervises staff providing training and assistance to department staff responsible for preparing purchase requisitions for goods and services. Reviews requisitions for accuracy and completeness and provides approval to generate purchase orders

· Oversees the receipt and review of vendor invoices, ensuring procedures are followed in verifying receipt of goods and services, reviewing invoices against requisitions, and forwarding to accounts payable for vendor payment.

· Works with staff in resolving vendor issues relating to pricing, disallowed costs, and incomplete orders.

· Reviews and approved travel and expense reimbursement requests. Advises college personnel on policies and procedures for reimbursement.

· Participates in the recruitment, interviewing, hiring, and evaluation of staff. Completes performance evaluations. Administers disciplinary actions as required. Recommends termination of employment when appropriate.

· Assists Business Manager in preparing weekly budget status reports informing executive staff of encumbered and expended funds and fund balances. Prepares ad hoc financial reports as requested.

· Assists Business Manager in the management of grant and operational budgets, including monitoring fund expenditures, approving budget transfers and reallocations, and ensuring adherence to policies and procedures.

· Manages and directs the operations of the Business Office in the absence of the Business Manager. Performs related duties.

Qualifications

Education, Training and Experience

· A Bachelor's degree in Business Administration, Finance, Accounting, or a related field from an accredited college or university

· Three years of work experience in finance, accounting, or budgeting

· Experience working in a business office at a higher education institution desirable

· Demonstrated knowledge of PeopleSoft Financials desirable

· Demonstrated knowledge of Campus Solutions (CS9) desirable

· Proficient in the use of Microsoft Office (Word, Excel, Power Point)

The following generally describes the Knowledge, Skills and Abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties

Knowledge, Skills and Ability

· Knowledge of accounting and budgeting principles

· Knowledge of financial report preparation

· Knowledge and understanding of the uses of information technology to deliver the services of the business office

· Excellent interpersonal, verbal and written communication skills

· Strong analytical and problem solving skills

· Skill in using PeopleSoft Financials and databases for financial reporting

· Ability to work independently and as a collaborative team member

· Ability to handle sensitive and difficult situations with tact and diplomacy

· Ability to work within a culturally diverse environment

Working Conditions

· General office environment

Equipment

· Standard office equipment including computers and peripheral equipment

Physical Requirements

· Primarily sedentary with intermittent standing, walking, bending, and stooping. Some lifting or carting of lightweight objects may be required.

College Worker Characteristics

· Leadership - Demonstrates willingness to lead, take charge, and offer opinions and direction

· Initiative - Demonstrates willingness to take on responsibilities and job challenges

· Dependability - Demonstrates reliability, responsibility, and dependability and fulfill obligations.

· Attention to Detail – Requires being careful about detail and thorough in completing work tasks

· Technologically Informed - Capable user of technology who understands the role of technology in the institution and who will guide and support its efficient and effective use

The intent of this job description is to provide a general description of the duties and responsibilities of this position. It is not intended to be an exhaustive set of the duties and responsibilities, nor all of the necessary qualifications to perform the work.

Additional Information:

· Salary Range: $70,251 - $72,100

· Offered salary will be determined by the applicant's education, knowledge, skills and abilities, as well as other factors such as internal equity.

· Benefits information is found at

WE OFFER : Excellent health and welfare benefit package and long-term savings and investment programs including 403(b) & 457(b) Investment Plans and a pension plan with the State University Retirement System (SURS) Plan. Generous vacation, holiday, personal and sick days, and tuition reimbursement. For a more detailed overview of benefits, please visit the benefits page of our website.

Chicago residency is required for all full-time employees within 6 months of hire. We are an equal opportunity and affirmative action employer. Thank you for your interest in City Colleges of Chicago!