Business Office Manager

Pregnancy Choices, established in 2006, is a life-affirming non-profit organization dedicated to supporting under-served women, men, and their families in the south metro area of the Twin Cities. We provide crucial services including pregnancy testing, limited ultrasounds, STD/STI testing, and accurate information about pregnancy, abortion, and alternatives. Our safe, non-judgmental environment positively impacts lives through relationship-building, professional life coaching, and incentive educational programs.

Mission: We partner with women and men experiencing an unexpected pregnancy or relational poverty, and through life coaching uncover new possibilities and sustainable change for families.

Position Description: The Business Office Manager plays a critical role in the efficient functioning of the organization's administrative and financial operations. This position requires a skilled professional who can manage various administrative tasks, financial transactions, and personnel within the Business Office. The Business Office Manager is responsible for ensuring the office runs smoothly and supports the overall success of the organization.

Key Responsibilities:

FINANCIAL SUPPORT:

• Assume responsibility for the reconciliation of debit reports and the maintenance of program-specific budgets, subject to review by the Executive Director
• Proactively identify opportunities to enhance office processes and propose recommendations for optimization with QuickBooks and other accounting systems
• Conduct a comprehensive analysis of the Board's budget, collaborating with the Executive Director on any opportunities or concerns
• Offer informed recommendations to the Executive Director regarding the best allocation of financial resources
• Review donor contributions to ensure compliance with both donor tax reporting requirements and the reporting standards set forth by the Development Director
• Produce tax letters, collaborating with the Treasurer, Development Director, and Executive Director
• Prepare and present financial dashboards for the review of the Executive Director and Development Director as needed

VENDOR MANAGEMENT:

• Exercises due diligence throughout contract development, negotiations, and compliance by reviewing, analyzing, and consulting appropriate resources in order to diminish risk
• Cultivate and maintain constructive vendor relationships, ensuring strict adherence to contract terms and security protocols
• Make well-informed recommendations for adjustments aimed at streamlining vendor expenditures and minimizing potential duplication or under-utilization of funds
• Troubleshoot basic IT issues and communicate with IT support when necessary
• Explore and recommend technology upgrades or improvements

HUMAN RESOURCES SUPPORT:

• Supervise and lead administrative staff
• Conduct annual performance reviews for administrative staff, ensuring their professional development and alignment with organizational goals
• Establish and enforce office policies and procedures to maintain a productive and organized work environment
• Collaborate closely with administrative staff to identify and implement changes that enhance customer care and optimize office processes for efficiency
• Maintain employee records, including attendance and leave management

PROJECT MANAGEMENT:

• Spearhead the development of comprehensive project plans, outlining objectives, milestones, and resources required for successful execution
• Continuously monitor project progress, proactively identifying potential obstacles and making necessary adjustments to ensure project success
• Provide regular updates to project teams and the Executive Director, offering transparent insights into project status, challenges, and recommended course corrections
• Establish and maintain effective channels of communication within the office and across various departments, fostering collaboration and information sharing
• Implement document retention policies and ensure compliance with data privacy regulations

Essential Qualifications:

• Commitment to Pregnancy Choices organizational mission and values
• Bachelor's degree in business administration, finance, or a related field (preferred)
• Proven experience in office management, financial management, or related roles
• Strong organizational and multitasking skills
• Excellent written and verbal communication skills
• Proficiency in office software and financial tools
• Leadership and supervisory experience
• Knowledge of human resources practices and regulations

To Apply: Please send cover letter and resume to info@mypregnancychoices.com. Thank you for considering Pregnancy Choices!