Business Manager

Gifted Music School is pleased to announce the opening of a full-time Business Manager staff position. Duties begin October 1, 2023 or earlier, as negotiated.*

*Note: Review of applications will begin September 20, 2023 and continue until the position is filled. Highly qualified applicants should complete the online application by September 19, 2023 to guarantee consideration. For more information, or to suggest nominations for this position, please contact us at careers@giftedmusicschool.org.

JOB SUMMARY

• Developing and managing the school's budget in collaboration with the Executive Director, ensuring financial sustainability and growth.
• Overseeing daily business operations, including facility management, customer service, and administrative functions to ensure operational efficiency.
• Managing payroll operations in collaboration with the Payroll Administrator, including the timely and accurate input of payroll information for full-time and part-time employees, tracking of employee vacation days, and coordinating with independent contractors.
• Leading the school's recruitment, hiring, onboarding, and human resources processes, fostering a team-based culture that encourages communication, collaboration, and collegiality.
• Negotiating contracts with employees, independent contractors, vendors, and venues.
• Ensuring all Gifted Music School events and activities at the Leon and Karen F. Peterson Building are appropriately staffed and resourced; periodically providing hands-on support to student services staff and event staff.
• Handling accounts receivable, including bank deposits, invoice preparation, and following up on past-due accounts.
• Handling accounts payable, including managing the school’s payment methods and the processing and accounting of all school expenditures.
• Coordinating with independent auditors to facilitate the completion of annual audits, filing of IRS Form 990s, and compliance with applicable state and federal regulations.
• Liaising with program directors to set tuition rates and establish minimum enrollment requirements.
• Attending board meetings, finance committee meetings, and weekly operations meetings.
• Generating and enforcing agreements and settlements with external affiliates and facility renters; preparing invoices and memorandum of understanding agreements with Gifted Music School’s Project GRIT partnerships at City Academy, Guadalupe School, and Mountain View.
• Working with the Executive Director to ensure all contractual obligations with artists, partners, and renters are met; oversee payments to guest artists and event settlements.
• Renewing insurance policies, business registrations, and government licenses and ensure compliance with federal and state laws; keeping membership in organizations needed for institution’s success (such as solicitation license, UNA membership, etc.)
• Renewing website registration, domain hosting, and keeping server accounts in good standing.
• Reviewing large transactions for accuracy, sufficient funding and proper approvals.
• Preparing school financial statements and reports, audit reports, and bank reconciliation.
• Ensuring that data is accurately entered into the school's accounting and bookkeeping systems.
• Assisting the Development Director in preparing grant budgets and cost reports.
• Receiving, sorting, and distributing incoming and outgoing mail.
• Marketing and promoting new and existing programs and services to internal and external stakeholders and audiences; overseeing website and social media updates, changes, and assure it is current and relevant.
• Developing and maintaining an inventory of school instruments and equipment; tracks and manages instrument and equipment rentals.
• Providing direct administrative support to faculty, students, parents, staff, and patrons.
• Other duties as assigned which contribute to the school’s operational efficiency.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in business administration, finance, non-profit management, or a related field.
• Proven experience in financial management or business operations, preferably within the non-profit sector. Strong financial acumen and expertise in budgeting and financial reporting.
• Exceptional organizational and communication skills; fluency in written and spoken English is required to effectively convey information to the school’s diverse stakeholders.
• Demonstrated ability to perform the essential functions of the job as outlined above.
• Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined above

PREFERENCES

• Proficiency in accounting software tools and e-signature tools, (experience in QuickBooks Online, Zeni, and/or DocuSign is a plus).
• The ability to cultivate and maintain positive relationships with various stakeholders.
• Exceptional leadership skills, demonstrating the capacity to recruit, supervise, mentor, and motivate.
• The ability to multitask and prioritize conflicting deadlines Sound judgment and discretion in handling sensitive and confidential information.
• Familiarity with the education and/or arts and culture non-profit sectors.

PROCEDURE

1. Cover Letter
2. Resume
3. Contact information for 2-3 professional references