Business Operations Manager

Business Operations ManagerUnder 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.Essential Duties And ResponsibilitiesWith 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 onlineMonthly comparison of actuals to budgetProcess accounts payable for Jesuit Community and SCMCMaintain accounts payable filing systemPrepare bank deposits for Jesuit Community as neededBill long-term Jesuit Community guestsPrepare account analysis as requested by the Rector of SCMC SupervisorRefine and keep Chart of Accounts for Jesuit Community and SCMCMaintain a current fixed asset schedule for Jesuit Community and SCMCMaintain vehicle changes with Arthur J. Gallagher Insurance CompanyMaintain, reconcile and prepare monthly journal entries for all investments for the Jesuit Community and SCMCMonthly reconciliation to Workday Reports to monitor SCU expenses charged to the Community and SCMCPerform monthly bank reconciliations for Jesuit Community and SCMCPrepare monthly journal entries for Jesuit Community and SCMCRun month end reports for Jesuit Community and SCMC as requestedVerify direct deposit of bi-weekly Jesuit salaries to the monthly bank statement and prepare related month end journal entriesPrepare year-end journal entries, accruals, run reports and provide other information for outside accounting firm in preparation for year-end review/auditPrepare monthly and quarterly sales tax reports to Board of EqualizationWork with SCMC Supervisor on accounting, year end and inventory procedures to ensure accuracy of dataWork closely with USA West Province to provide year end reports including surplus and contingency calculations2. Administrative responsibilities include:Order and monitor office suppliesAssist Rector with Jesuit Grants and ScholarshipsWork with Financial Aid and other SCU constituenciesAssist Jesuit Community members with issues related to medical and dental insurance and billing mattersWork 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 operationsOther duties as assigned3. SCMC Specific dutiesWork closely with Director of SCMC to enhance current operations and optimize overall business performance. Identify areas in need of improvement and develop best practiceMonitor, 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 dutiesServe 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.QualificationsTo 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. KnowledgeGenerally accepted accounting practices and principlesAuditing practices and principlesComputer applications related to workStrong knowledge of QuickBooks online requiredStrong knowledge of Microsoft Excel requiredExperience with WorkDay helpful but not requiredKnowledge of Plotbox helpful but not requiredStandard office practices and proceduresApplicable laws, codes and regulations2. SkillsMaintaining accurate financial records and preparing clear and accurate reports for informational, auditing and operational useReconciling accounts, records, reports and journalsPreparing financial and/or auditor statements, schedules and reportsReviewing and verifying accuracy of dataMaintaining accounting records for special accounts and projectsMaking sound, independent judgments within established policies and proceduresOrganizing own work, setting priorities and meeting critical deadlinesCommunication to interact effectively with co-workers, managers and the general public sufficient to convey information and to receive work directionStrong organization skills and sharp attention to detail.3. AbilitiesAble to work independentlyAbility to prepare and present financial analyses and operational reports to senior leadership to support informed decision makingAbility to balance operational priorities with exceptional customer service in support of the institution's missionAbility to build strong relationships across diverse teams and operational levelsStrong conflict resolution skills to address misalignment between strategic visions and operational realities.EducationBachelor's Degree in accounting, business or related field required.5. Years of ExperienceMinimum of five years experience in accounting-related or bookkeeping work required.Physical DemandsThe 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