Business Office Manager (.6 FTE)

Position Summary

The Business Office Manager serves as the Executive Director’s primary administrative, operational, and financial support partner. This role blends executive support, bookkeeping, development operations, and business office oversight to ensure the organization’s priorities are executed with accuracy, timeliness, and discretion.

This position manages the daily functions of the Business Office, supports financial and development workflows, maintains compliance-ready systems, and ensures smooth coordination across all areas of the organization.

The ideal candidate is highly organized, systems-oriented, financially detail-driven, and able to anticipate needs in a fast-paced, mission-driven environment.

Key Responsibilities

Executive Support

• Coordinate internal and external meetings, including agendas, documentation, and follow-up action items
• Serve as a key liaison between the Executive Director, contractors (including 1099 providers), and partner organizations
• Maintain strict confidentiality and handle sensitive organizational information with discretion

Business Office & Administrative Operations

• Oversee daily Business Office operations, ensuring efficiency, organization, and accuracy
• Maintain structured filing systems for contracts, compliance documents, financial records, and organizational archives
• Manage administrative systems, subscriptions, and internal tools used across the organization
• Coordinate communication across internal teams and external stakeholders

Financial Operations & Bookkeeping

• Support accounts payable and receivable, including invoice creation, processing, and follow-up
• Track and reconcile multiple payment streams, including wires, checks, online donations, and training-related invoices
• Monitor incoming payments and maintain accurate, audit-ready financial records in QuickBooks or similar systems
• Reconcile receipts, credit card statements, and expense reports
• Support payroll preparation by organizing and verifying documentation
• Coordinate weekly reporting and documentation with external bookkeeping team
• Assist with budget tracking, financial reporting, and audit preparation

Development & Revenue Operations

• Support donation tracking across platforms (e.g., PayPal, Bloomerang) and ensure accurate recordkeeping
• Manage donor acknowledgements, thank-you communications, and end-of-year tax receipts
• Support financial tracking and documentation related to grants, sponsorships, and fundraising campaigns
• Assist in maintaining clean, organized donor and revenue data across systems

Contracts, Compliance & Documentation

• Manage contracts and documentation for training and consulting engagements
• Support vendor onboarding, including W-9 distribution and vendor registration processes
• Maintain up-to-date compliance files related to nonprofit operations, financial audits, and multi-state requirements
• Support preparation for audits, financial reviews, and donor reporting

Events, Webinars & CE Administration

• Provide administrative and logistical support for webinars, trainings, and special events (including registration tracking and coordination)
• Support administration of APA Continuing Education (CE) processes for virtual events, including attendance tracking, documentation, and certificate coordination
• Ensure CE-related processes align with accreditation and compliance requirements

Communication & Stakeholder Coordination

• Draft professional correspondence on behalf of the Executive Director and Business Office
• Respond to operational and program-related inquiries from partners, providers, and participants
• Maintain positive, professional relationships with funders, auditors, and community stakeholders

Required Qualifications

• Bachelor’s degree in Business Administration, Accounting, Finance, or a related field
• Minimum of 3 years of experience in executive support, business office management, or administrative operations
• Strong bookkeeping experience; proficiency with QuickBooks or similar accounting software
• Exceptional organizational skills and ability to manage multiple priorities
• Strong written and verbal communication skills
• High level of professionalism, discretion, and confidentiality
• Proficiency in Google Workspace, Microsoft Office, and administrative tools
• Ability to work independently, anticipate needs, and solve problems proactively

Preferred Qualifications

• Experience in a nonprofit, education, or mission-driven organization
• Experience supporting multiple revenue streams (grants, training, events, donations)
• Familiarity with CRM and payment platforms (e.g., Bloomerang, PayPal, HubSpot, Eventbrite, TicketTailor, qGiv, Zoom)
• Experience supporting Continuing Education (CE) programs (APA or similar)

Core Competencies

• Executive presence and professionalism
• Financial accuracy and attention to detail
• Operational efficiency and systems thinking
• Confidentiality and discretion
• Time management and prioritization
• Clear, direct, and professional communication
• Adaptability in a fast-paced environment

Why Join Lives in the Balance?

• Be part of a nationally recognized organization reshaping how adults understand and support children
• Work closely with a passionate, mission-driven team
• Flexible, remote or hybrid work environment
• Play a key role in building systems that support meaningful, large-scale impact

How to Apply

Please submit:

• Resume
• Brief cover letter outlining your interest and relevant experience

Applications will be reviewed on a rolling basis.

Equal Opportunity Statement

Lives in the Balance is committed to building a diverse and inclusive team. We strongly encourage candidates of all backgrounds to apply.