Business Office Manager

Boston Higashi School is a nonprofit educational organization serving students with autism through the Daily Life Therapy model. Our mission focuses on structured learning, physical activity, creative arts, and social development to help students build independence and confidence.

We are seeking a highly organized and collaborative Business Office Manager to support the administrative and financial operations of the school.

The Business Office Manager plays a key role in supporting the Executive Director, Accounting Manager, and Chief Development Officer while ensuring the efficient day-to-day operation of the Business Office. This position combines administrative leadership, financial coordination, contract management, and event support, requiring strong organizational skills and attention to detail.

• Support the Executive Director with daily administrative functions including correspondence, scheduling, contracts, and collections.
• Maintain the school's Contracts Log and coordinate the distribution of contracts to school districts and agencies.
• Maintain records for in-state and out-of-state tuition rates for each fiscal year.
• Maintain files related to vendor agreements, private consultants, inspections, and certifications for both campuses.
• Coordinate documentation related to construction and fiscal plant management.

• Prepare and distribute meeting notices for the Board of Directors and Members of the Corporation.
• Record and maintain official meeting minutes and related documentation.

• Assist the Accounting Manager with accounts payable, receivable, and audit preparation.
• Serve as a check signer for operating and payroll accounts.
• Deposit checks in the absence of the Accounting Manager and manage bi-weekly petty cash.
• Track CD renewal dates and trademark renewals.
• Manage vendor documentation including W-9 forms and Massachusetts tax exemption certificates (ST-2 and ST-5).

• Act as the school's purchasing agent and manage vendor services such as Shred-It and Poland Springs.
• Assist with matching packing slips to invoices for accounting processing.
• Receive and distribute Business Office mail and manage the postage meter.

• Maintain financial tracking spreadsheets related to:
  • Donations and donor acknowledgment letters
  • School store, Higashi Caf, and Daily Life Therapy Farm sales reconciliation
  • Vacation Camp and CAEP program payments and invoicing
• Reconcile online donation platforms including Stripe, GiveSmart, PayPal, and Square.
• Maintain uniform inventory and assist with related purchasing.

• Coordinate annual insurance renewals, accident claims, certificates of insurance, and insurance binders.
• Maintain documentation related to facility inspections and certifications.

• Support the Chief Development Officer with fundraising events and donor communications.
• Prepare acknowledgment letters for donations, including memorial gifts and stock transfers.
• Assist with the organization and financial tracking of major fundraising events, including the Annual Gala, golf tournaments, conferences, and other school events.
• Maintain event tracking spreadsheets, guest lists, and online event management platforms such as GiveSmart.
• Assist with reconciliation of fundraising deposits and auction proceeds.

• Bachelor's degree in Business Administration, Accounting, or a related field preferred
• Strong organizational skills with the ability to manage multiple priorities
• Excellent attention to detail and record-keeping abilities
• Strong interpersonal and communication skills
• Ability to work effectively in a multicultural environment
• Positive, professional attitude and collaborative work style