Business Manager

Job Description

Chesterton Academy Our Lady of Hope is an independent Catholic high school in Warwick, Rhode Island, offering a classical liberal arts education rooted in the Catholic spiritual and intellectual tradition. As a growing school, we rely on careful stewardship of tuition, donations, and every dollar entrusted to us by families and benefactors.

The Business Manager runs the day-to-day financial operations of the school: bookkeeping, accounts payable, payroll support, tuition billing and collections, and financial aid administration. Working under the supervision and guidance of the Headmaster, and in close partnership with the Board Treasurer, the Business Manager ensures that all accounting, fiscal, and budget management functions are carried out with accuracy, transparency, and sound fiscal management. The ideal candidate is detail-oriented, discreet with confidential family and financial information, and supportive of the school's Catholic and classical mission.

ESSENTIAL DUTIES & RESPONSIBILITIES
Bookkeeping and Accounting
- Maintain the school's general ledger in QuickBooks, recording all receipts, disbursements, and journal entries accurately and on time.
- Reconcile all bank, credit card, and merchant accounts monthly. • Code transactions to the chart of accounts and track restricted and designated funds (grants, scholarship funds, campaign gifts) separately from operating funds.
- Record all deposits - including tuition, fees, donations, and fundraising proceeds; keeping supporting documentation organized.
- Close the books each month within an agreed timeframe. Accounts Payable
- Process vendor invoices and employee expense reimbursements, ensuring proper approval and documentation before payment.
- Prepare check runs and electronic payments on a regular schedule for Headmaster and/or Treasurer approval.
- Maintain vendor records, including W-9s, and prepare and file annual 1099s.
- Manage the school's petty cash and purchasing procedures.

Payroll and Human Resources Support
- Coordinate payroll with the school's payroll provider - submitting hours, changes, and new-hire information accurately and on schedule. - Maintain confidential personnel and payroll records.
- Support benefits administration and ensure timely payroll tax filings through the payroll provider.

Tuition Management
- Set up and manage family tuition accounts, payment plans, and billing in the school's tuition management system.
- Post tuition payments, fees, discounts, and financial aid awards to family accounts.
- Monitor receivables, follow up on past-due accounts with tact and discretion, reporting delinquencies to the Headmaster.
- Reconcile tuition system activity to QuickBooks monthly.
- Serve as the primary contact for families' billing questions.

Financial Aid Administration
- Administer the annual financial aid cycle - including deadlines, application tracking, and family communications.
- Prepare aid recommendations for review by the Headmaster and/or Financial Aid Committee according to the school's policies and budget.
- Issue award letters, post awards to tuition accounts, and track aid against the approved financial aid budget.
- Administer state tax-credit scholarship programs and other third-party scholarship funds as applicable.
- Keep all family financial information strictly confidential.

Donor and Development Support
- Record and reconcile gifts between donor database and QuickBooks so that development and accounting records match.
- Prepare donor acknowledgment and tax receipt data in coordination with development staff.
- Track restricted gifts and grants, and support grant reporting requirements. Budgeting, Reporting, and Fiscal Oversight
- Assist the Headmaster and Board Treasurer in preparing the annual operating budget and multiyear projections.
- Prepare monthly financial statements, budget-versus-actual reports, and cash flow reports for the Headmaster, Treasurer, and Board.
- Monitor cash flow and alert the Headmaster and Treasurer to variances or concerns.
- Support the Board Finance Committee with reports and analysis as requested.

Compliance, Audit, and Internal Controls
- Maintain and follow internal control procedures, including segregation of duties and approval requirements.
- Prepare schedules and documentation for the annual audit, review, or year-end close, and work with the outside accountant.
- Support preparation of IRS Form 990 (if required) and other tax filings, insurance renewals, and state and diocesan reporting.
- Maintain organized, secure financial records in accordance with record-retention policies.

Other Duties
- Manage contracts and renewals for school vendors and services as assigned.
- Perform other related duties as assigned by the Headmaster.

Qualifications Required
- Associate's or bachelor's degree in accounting, finance, business, or a related field, or equivalent work experience.
- At least 3 years of bookkeeping or accounting experience, including full-cycle bookkeeping, accounts payable, and bank reconciliations.
- Proficiency in QuickBooks (Online or Desktop).
- Strong Microsoft Excel and/or Google Sheets skills, including formulas, reconciliations, and budget spreadsheets.
- Working knowledge of Generally Accepted Accounting Principles (GAAP).
- Demonstrated accuracy, organization, and ability to meet deadlines. - Proven discretion in handling confidential financial and family information. Preferred
- Experience in a school, nonprofit, or parish setting, including fund accounting and restricted gifts.
- Experience with FACTS Management (tuition management and Grant & Aid Assessment) and Bloomerang donor management software, or a demonstrated ability to learn new software quickly.
- Familiarity with nonprofit audits and Form 990 preparation.
- Experience with payroll providers and payroll tax compliance.

Personal Attributes
- Supportive of the mission of a classical Catholic classical school.
- Warm, professional, and tactful with families, staff, vendors, and board members, including in sensitive conversations regarding tuition balances.
- Self-directed and able to work independently in a small-school environment.
- Committed to integrity, transparency, and good stewardship of school resources.

Working Conditions
- Flexibility for remote work. At least one on-campus day per week required.
- Occasional evening attendance at Board or Finance Committee meetings.
- Prolonged computer work; ability to lift up to 20 pounds (files, supplies).
- Employment is contingent on a successful background check (BCI) and completion of required diocesan safe-environment training.

Compensation: Hourly commensurate with experience.

How to Apply: Send a cover letter, resume, and three professional references to Wesley Hardin, whardin@chestertonri.org, by December 15, 2026. Please note any experience with QuickBooks, FACTS, and Bloomerang in your cover letter.

Chesterton Academy Our Lady of Hope is an equal opportunity employer to the extent consistent with its Catholic mission and applicable law.

About the Employer

Chesterton Academy of Our Lady of Hope exists exclusively for charitable, religious, and educational purposes, specifically to help parents raise up a new generation of joyful leaders and saints, educated in the classical, liberal arts tradition and the truths of the Catholic faith, in order to serve the common good.