Business Office Manager

Boston, MA

ABOUT THE ROLE

Reporting to the Chief Operating Officer (COO), the Business Office Manager serves as a central point of communication between program staff and families. The Business Office Manager will also support the organization through various administrative duties, including billing, fee collection, mail distribution, student file upkeep, and supply ordering while supporting the supervision of maintenance staff and contractors. This position will also greet visitors and participants, as well as answer and re-direct calls as needed.

ABOUT UNITED SOUTH END SETTLEMENTS

At United South End Settlements (USES), we offer programs that support the whole family in achieving economic mobility. We help parents and caregivers develop their own capacity to reach their goals, increase their income and assets, and connect with new networks of people through One-on-One Coaching combined with opportunities for personal development through Family Mobility programming. For children and youth, we provide quality education and enrichment opportunities that foster personal development and social-emotional skills such as perseverance, communication, teamwork, and problem-solving – Early Childhood Education, club48 out-of-school time programming, and Camp Hale on Squam Lake in New Hampshire. We believe that as families increase their income and assets, become more resilient, and connect to a diverse network, they and their children are more likely to develop the necessary skills to disrupt the cycle of poverty. 

 As United South End Settlements celebrates its 131st year and beyond, we are now reaffirming our founding vision of an inclusive community where neighbors from all walks of life work together so that all can thrive while implementing a bold, new model designed to promote economic mobility and social capital to break the generational cycle of poverty. 

RESPONSIBILITIES

The key responsibilities of this position include: 

Administrative Support

• Distribute written communication to all ECE and club 48 families. Assist with Camp Hale communication as requested. 

• Contact families for required documentation for program enrollment as requested. 

• Assist with maintaining, organizing, updating, and auditing participant files, including regularly updating the physical and online checklists. 

• Support CCFA contracts and vouchers by notifying families of upcoming deadlines and ensuring all paperwork is in compliance with the existing regulations. 

Billing

• Responsible for preparing and distributing weekly and monthly billing for ECE and club48

• Management of Procare system—collecting and recording payments in a timely manner

• Responsible for monitoring and adjusting fees for vouchers, contracts, and private slots as needed

• Provide assistance with yearly audits and other regulatory requirements per licensing

Facilities Management and Compliance

• Manage USES facility vendor relationships, including evaluating and renegotiating contracts and terms for high-quality services and cost savings where possible

• Complete and submit related vouchers to the Business Office in a timely manner, utilizing the procurement process to select vendors.

• Oversee USES’s rentals, including managing the booking, contract terms, set-up, and breakdown. 

• Complete and submit related vouchers to the Business Office in a timely manner, utilizing the procurement process to select vendors.

• Maintain and review all certificates, occupancy, inspections, assessments, fire drills, and reporting as requested by the city and other external entities. 

• Lead USES’s safety committee and ensure USES and staff compliance with fire and work safety codes and regulations.

• Manage the work order process, ensuring timely responses and completion of all requests. 

Food Program Administration

• Meal count data entry and classroom attendance

• Weekly food inventory and ordering

• Monthly menu building

Effectively Manage a Team

• Effectively manage a small team of 2 (Program Administration Coordinator and Facilities and Maintenance Technician)

• Hold weekly check-ins with each team member

• Represent USES at community meetings and events.

Additional responsibilities and projects will be included within this position as needed and where there is interest. 

WHO WE’RE LOOKING FOR 

There are innumerable ways to learn, grow and excel professionally. We know people gain skills through a variety of professional, personal, educational, and volunteer experiences. We respect this when we review applications and take a broad look at the experience of each applicant. We want to get to know you and the unique strengths you will bring to the work. This said, we are most likely to be interested in your candidacy if you can demonstrate the majority of the qualifications and experiences listed below. 

• Commitment to USES’s mission and values 

• Exceptional oral and written communications skills  

• Demonstrated ability to work both independently and collaboratively in a fast-paced environment, simultaneously leading multiple projects and effectively prioritizing time and tasks 

• High level of maturity, empathy, and grace under pressure 

• Strong organizational skills and ability to keep track of and move forward details on multiple projects simultaneously

• Strong project management and problem-solving skills

• Proficiency in Microsoft Office Suite and the ability to learn ProCare Database required

• 3+ years of effective staff management experience, including supervision of maintenance staff and contractors

WHAT WE OFFER 

The salary for this role is commensurate with experience, ranging from $50-$55K per year. We’ll promote your professional growth and development by providing access to a benefits package, including medical and dental insurance, 403(b) retirement plan, paid vacation, and more.  

WORK EXPECTATIONS AT USES 

This role is based primarily in person at USES’ headquarters at 48 Rutland. Our standard administrative work schedule is 9-5, and with our youth programs running 8:00am – 6:00pm, this role will be at the office for either the opening or closing of program hours. There will be occasional early morning, evening, and weekend needs depending on Executive Team needs, Board, program, and community meetings. 

PHYSICAL REQUIREMENTS (with or without accommodation)  

Must be able to climb, balance, kneel, crouch, reach, stand, walk, lift, finger, grasp, feel, talk, hear, and be capable of repetitive motion. Position requires exerting up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly. Work requires close visual acuity. This position is not substantially exposed to adverse environmental conditions. 

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 The above statement reflects the general details considered necessary to describe the principal function of the job identified and shall not be considered a detailed description of all the work requirements that may be inherent in the job. 

USES is an equal opportunity employer and gives consideration for employment to qualified applicants without regard to age, race, color, religion, creed, sex, sexual orientation, gender identity or expression, national origin, marital status, disability or protected veteran status, genetics, or any other status or characteristic protected by federal, state, or local law. USES is compliant with the Americans with Disabilities Act, and we are committed to making special accommodations for your interview or work as a member of our team.