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Posted: 13-Mar-25
Location: Malvern, Pennsylvania
Type: Full Time
Salary: Based on Experience
Categories:
Preferred Education:
Striving to be a leading Independent Catholic school, Malvern Preparatory School is a school for boys grades 6-12, committed to the Augustinian values of Veritas, Unitas, and Caritas, meaning Truth, Unity, and Love. We foster a radically student-centered approach to learning, and we seek individuals who are innovative, creative, and compassionate self-starters who can work collaboratively.
March 13, 2025
Position: Business Operations Coordinator
Reports to: Chief Financial Officer
Status: Full-Time, 12 months
Job Summary:
We are seeking a Business Operations Coordinator who will be responsible for the efficient and effective administrative operations of the business and strategy departments of the school. This role will leverage creative problem-solving and expertise to provide comprehensive support to the Business Office in its day-to-day financial functions as well as provide support for organizational strategy and accreditation processes. This role plays a pivotal part in streamlining operations across these functions and coordinating key programs that drive the School’s mission and growth.
Qualifications:
- Bachelor's degree from an accredited institution preferred.
- At least 5 years of prior business office, operational excellence, or administrative support experience in a busy and competitive environment working directly with financial and business activities
- Problem-solver, attention to detail, and collaborative.
- Understanding of the unique nature of a school-based work environment (academic calendar, daily schedules, etc.)
- Previous experience in non-profit or independent schools preferred.
- Technical proficiency required, especially with database applications, Google Workspace (Docs, Calendar, Sheets, etc.), and Microsoft Office. Familiarity with BlackBaud, Finalsite Enrollment (SchoolAdmin), and Clarity (Financial Aid) a strong plus.
Essential Duties:
- Supports Financial and HR information related to the school (e.g. accounts payable/receivables, collecting, verifying, depositing all monies collected, write receipts, documentation for payroll, etc.) for the purpose of providing required documentation and/or processing information.
- Processes financial information (e.g. purchase orders, accounts payable, payments for officials/security for athletic events, etc.) for the purpose of updating and distributing information, authorizing for action and/or complying with established accounting practices.
- Maintains financial records for the purpose of ensuring completeness, reconciling financial data, maintaining accurate account balances and complying with school policy and established regulatory guidelines.
- Requests quotations from vendors, warehouse, and/or school office staff for the purpose of providing cost information, purchasing and securing items; assists the Director of Purchasing with contract administration.
- Researches discrepancies of financial information and/or documentation for the purpose of ensuring the accuracy and adhering to established procedures prior to processing.
- Responds to inquiries of staff regarding financial procedures for the purpose of providing information, direction and/or referral for addressing inquiry.
- Assist with the annual audit processes
- Coordinates the completion of all annual surveys for professional organizations (NAIS, PAIS, ADVIS, etc.)
- Ensures compliance with all required documentation.
- Provide administrative support, effective communication, and collaboration to school leadership, including calendar management, meeting preparation, and correspondence.
- Assist in preparation of agendas, materials, and reports for cross-departmental meetings for the School’s leadership team and Board of Trustees.
- Managing documentation, timelines, and communication with accreditation bodies while ensuring compliance with all requirements and coordinating meetings, reviews, and submissions.
- Protects confidentiality of records and information gained as part of exercising professional duties and use discretion.
- Displays the highest ethical and professional behavior and standards, acting as a role model.
- Performs other duties and projects as assigned.
- Builds and maintains a professional rapport with a broad audience – alumni, students, parents and all other staff.
Competencies Required:
- Committed to Upholding the School’s Mission: Deeply invested in aligning with and promoting the core values and mission of the School.
- Embraces a Growth Mindset: Continuously seeks opportunities for learning and self-improvement.
- Proven Innovator and Problem-Solver: Demonstrates a strong track record of developing creative solutions and driving positive change.
- Meticulous Attention to Detail: Highly organized and precise, ensuring accuracy and quality in all work.
- Exceptional Interpersonal and Communication Skills: Communicates clearly and effectively with diverse audiences, building solid relationships and facilitating collaboration.
- Exemplary Professionalism and Discretion: Maintains the highest standards of professionalism and is adept at handling sensitive information with confidentiality.
- Strong Independent and Collaborative Work Ethic: Capable of working autonomously while also contributing effectively as part of a team.
- Adaptability and Flexibility: Thrives in dynamic environments and can pivot quickly to meet changing demands.
- Leadership and Initiative: Takes the lead in projects and tasks, motivating others and driving results.
- Time Management and Prioritization: Effectively manages multiple tasks and deadlines, prioritizing work to meet the School’s objectives.
- Cultural Competence and Inclusivity: Demonstrates an understanding of and commitment to inclusion in all aspects of work.
To Apply:
Please send the following documents in a single attachment and be sure to include the position title in the subject line. All materials should be emailed to employment@malvernprep.org:
- Cover letter
- Resumes
- At least three professional references
Please visit http://www.malvernprep.org for additional information about our school.
Click here to learn more about employment with Malvern Prep.
Malvern Preparatory School is an Equal Employment Opportunity Employer. Diversity and inclusion have been and will continue to be an integral component of Malvern Prep's mission.
Competencies Required:
- Committed to Upholding the School’s Mission: Deeply invested in aligning with and promoting the core values and mission of the School.
- Embraces a Growth Mindset: Continuously seeks opportunities for learning and self-improvement.
- Proven Innovator and Problem-Solver: Demonstrates a strong track record of developing creative solutions and driving positive change.
- Meticulous Attention to Detail: Highly organized and precise, ensuring accuracy and quality in all work.
- Exceptional Interpersonal and Communication Skills: Communicates clearly and effectively with diverse audiences, building solid relationships and facilitating collaboration.
- Exemplary Professionalism and Discretion: Maintains the highest standards of professionalism and is adept at handling sensitive information with confidentiality.
- Strong Independent and Collaborative Work Ethic: Capable of working autonomously while also contributing effectively as part of a team.
- Adaptability and Flexibility: Thrives in dynamic environments and can pivot quickly to meet changing demands.
- Leadership and Initiative: Takes the lead in projects and tasks, motivating others and driving results.
- Time Management and Prioritization: Effectively manages multiple tasks and deadlines, prioritizing work to meet the School’s objectives.
- Cultural Competence and Inclusivity: Demonstrates an understanding of and commitment to inclusion in all aspects of work.