The Spence School, founded in 1892, is an independent school with an enrollment of 752 students in Grades K–12. With a commitment to academic excellence and personal integrity, The Spence School prepares a diverse community of girls and young women for the lifelong transformation of self and the world with purpose, passion and perspective.
The Business Operations Coordinator reports to the Director of Finance and Operations and plays an integral role in assisting her in managing the day-to-day operations in the Business Office of the Spence School, with a focus on providing high quality customer service to the Spence community and stakeholders and maximizing the efficiency of the business office operations.
Assistant to Director of Finance and Operations
Assist the DFO in managing the Athletic Facilities construction project, including but not limited to:
Scheduling all Athletic Facilities meetings
Liaise with appropriate contacts from the Zubatkin Owner Representation company to review and submit expenditure requests for DFO authorization
Performing monthly reconciliation of costs and financing of the Athletic Facility project
In coordination with the DFO, assist with Student Trip planning, including but not limited to:
Ensure all the necessary approvals have been obtained
Ensure the submission package is complete, including the appropriate insurance and waivers have been obtained
Manage DFO’s calendar
Liaise with the Assistant to the Head of School to coordinate meetings
Schedule and manage department and Trustee meetings, including organizing, preparing and distributing materials, sending reminder notices, event set-up
Generate and distribute external correspondences on behalf of the DFO
Distribute Finance, Facilities, Retirement and Investment Committee notices and meeting materials
Organize and maintain Committee files
Manage Business Office Operations
Credit Card Program:
In coordination with the DFO and the Controller, manage the Spence Credit card program, including but not limited to: Issuance of cards to new cardholders, adjusting cardholder limits as requested by DFO, and ensuring compliance to credit card program policies & procedures.
Liaise with cardholders to ensure timely and accurate submission of reconciliation
Serve as the purchasing agent for all goods and services for the Business office
In coordination with designated department purchasing agents, ensure adherence to policies and procedures related to the purchasing of goods and services across the school
In coordination with the Controller, assist in the planning and coordination of the annual financial audit
Prepare letters for various bond compliance items
Prepare Appendix A for annual bond compliance with IDA
Prepare Annual Scholarship Certificate survey for annual bond compliance with IDA
Update signature cards as needed for bank and investment accounts
Serve as primary assistance for AP processing
Manage Business Office calendar
Manage Business Office records and storage information, updating the file retention policy as warranted
Act as point person for Business Office equipment repairs
Excellent attention to detail, organization and communication skills
Accounting training and experience preferred
About The Spence School
The Spence School, founded in 1892, is an independent school for girls and young women with an enrollment of 739 students in Grades K–12.
Spence is committed to an equitable and inclusive program and a diverse faculty, staff and student body. Candidates from diverse backgrounds are encouraged to apply.