Business Manager
JOB SUMMARY
The Business Manager reports directly to the Executive Director (ED) and will focus on administrative aspects of the organization, with direct responsibility for financial, human resources, marketing, communication and development activities. As a senior member of the staff, this individual must inspire a collaborative approach in advancing Castle Hill’s (CH) mission through the consistency, transparency, stability and soundness of the organization. The Business Manager position is designed to be a partner to the Executive Director, and will also provide support for Board-related responsibilities.
CORE RESPONSIBILITIES
Leadership and Management
Work with ED and Board to define and articulate the strategic direction of CH and along with the ED, implement and manage these initiatives with staff. Ensure high levels of regular communication and reporting tools that can be relied upon to evaluate the progress.
Along with the ED, develop the policies, processes and procedures to strengthen internal capacity and systems, working with Staff and Board Committees in all aspects of CH administration, including Fundraising, Marketing & Communications, Financial Management, Human Resources Management, Technology and Facilities Management.
Direct responsibility for the Finance & Accounting Administrator (F&A Admin).
Financial Management and Reporting
Provide supervision and back-up support for the F&A Admin in completing all timely accounting and bookkeeping activities and monthly reconciliations. Ensure data accuracy and integration across QuickBooks accounting, Filemaker (database), and income through CH’s Website registration system.
As part of ensuring separation of accounting duties, the Business Manager will be responsible for Bank Statement Reconciliation, credit card reconciliation and payroll entries. As determined by the ED, this individual will work directly with external partners, including tax and audit prep with CH’s independent Auditor..
Capital Campaign: develop multi-year operating and capital budgets that integrate capital projects of the Master Plan, reflecting growth projections and facilities reserves.
Under the direction of the ED, manage capital building and renovation project bids and contracts.
Prepare monthly and quarterly financial reports including P&Ls, Balance Sheets, and Program Performance: grosses, nets, and enrollment.
In conjunction with the ED, provide timely and accurate grant administration and financial reports to funders as per agreements and requirements. Ensure legal compliance in financial management, tracking and reporting requirements in accordance with GAAP for any restricted funds contributed by donors for a designated purpose.
Develop requests for proposals (RFP) and obtain multiple quotes for outsourced services over $5,000 (consistent with CH’s policy) and develop and negotiate agreements for contracted services, particularly any services requiring an up-front deposit.
Coordinate the annual audit with ED and CH’s Treasurer, including tax preparation and filing of all returns, ensuring legal compliance and public disclosure.
Manage banking relationships and activity for all accounts.
Working with the ED, manage insurance policies and agent relationships. Ensure updated inventory records for all Castle Hill locations and properties
Human Resource Management
Manage recruitment and hiring processes, keep track of administering benefits, update role descriptions as needed with compensation scales, and maintain HR systems and employee records.
Oversee bi-weekly payroll.
Technology
Assess all current systems; make recommendations for improvements, implement and maintain new systems, procedures, and controls.
Access CH database that is currently in place and connect it to Quickbooks.
Work with ED to find a performance evaluation tools and measures to ensure a healthy balance of programming strategy and financial results that support mission and long term sustainability.
Marketing, Communications and Development
Work with the Leadership Team to contribute to a cohesive annual marketing and communications strategy and tactics for promoting programs and events, including advertisements in through social media and printed materials.
Work with the Leadership Team to create a fund development plan and corresponding fundraising communications plan. Oversee implementation of the plan and policies, such as a gift acceptance policy.
Board Support
Working at the direction of and consultation with the ED, engage and support the Board in planning, special initiatives, and policy implementation.
Act as staff liaison to the Finance Committee
Coordinate with the ED and Board President to prepare and circulate the Board Packet ahead of Board meetings.
Will work directly with the Treasurer, or other designee of the President, to prepare budget and financial statements and will present those materials to the Board as requested.
PROFESSIONAL EXPECTATIONS
The Business Manager is expected to:
Model CH’s core values
Demonstrate strong, clear, and respectful communication, teamwork and collaboration
Demonstrate a high level of professionalism and ethical standards in all work activities
COMPETENCIES, SKILLS AND ATTRIBUTES
Confidentiality, dependability, and flexibility
Excellent written and verbal communication
Ability to work independently and collaboratively
Must be organized, has strong time-management skills and can meet deadlines
Ability and willingness to take initiative to resolve issues; seeks assistance from others, especially ED when appropriate
Strong interpersonal skills and professional demeanor
Varied experience and competencies with analytical, business and financial matters
QUALIFICATIONS
College degree, BA/BS or finance required
Minimum of 5-7 years’ experience in financial and business positions
Knowledge of computer applications; conversant with payroll software preferred
JOB BENEFITS
Individual Health and Dental Plans
Paid Sick Time and Vacation
Flexible Winter (off season) schedule
SALARY
Salary range from $65,000 – $75,000, full time, year round.
Please send cover letter and resume to: Cherie Mittenthal, Executive Director
Cherie @castlehill.org by May 15, 2025