Finance & Business Operations Manager

Ventana School; Los Altos (CA); On-site; USD 90,000 - 102,000; Full time

Job summary

Ventana School seeks a Finance & Business Operations Manager to oversee financial health, tuition management, and database systems across Ventana School and Christ Church. Reporting to the Director of Finance and Business Administration, you will manage business operations, enrollment billing, and data integration with cross-department collaboration.

The role requires attention to detail, systems thinking, and clear communication with stakeholders.

Qualifications

• Bachelor’s degree in accounting/finance or related field is required or highly preferred.
• Minimum 3 years in accounting and payroll operations, ideally in school or nonprofit.
• Hands-on with Veracross, Ravenna, QBO, Stripe, Squarespace and Benevity.
• Knowledge of tuition billing cycles, payroll processing, month-end close, nonprofit accounting.
• Strong Excel/Google Drive skills and effective written/verbal communication.
• Ability to work independently and with teams, maintain confidentiality, and document SOPs.

Responsibilities

• Enrollment contracts: create templates, update tuition rates, manage timelines with Head of School.
• Tuition billing & systems: issue student contracts and bill in Veracross.
• Other program billing: bill and track Extended Care, Enrichment, and Summer Camp.
• Collections & tracking: monitor payments, update Veracross/Ravenna, follow up on balances.
• Primary contact for parents on tuition questions, Veracross access, and payment plans.
• Accounting & payroll: reconcile donations, run payroll with diocesan coordination, and manage journals.
• Billing systems reconciliation: align Stripe, Squarespace, Veracross with the G/L in QBO.
• Month-end close: ensure accuracy of transactions and Budgets; support annual reporting and audits.
• Database & systems management: support Veracross integration and generate financial reports.
• Other duties as assigned by leadership.

Skills

Attention to detail

Communication skills

Systems thinking

Discretion & confidentiality

Excel / Google Sheets

Education

Bachelor’s degree or equivalent in Accounting, Finance, or Business Administration

Tools

Veracross

Ravenna

QuickBooks Online (QBO)

Stripe

Squarespace

Benevity

Job description

Job Opening: Finance & Business Operations Manager

Pay Range: $90K - $102K commensurate with experience and education. Competitive Benefits Coverage

Location: On-Site

Job Type: Full-Time Exempt

About the Role

The Finance and Business Operations Manager is uniquely positioned to work across departments, supporting the financial health, tuition management, and database systems for both Ventana School and Christ Church. Working under the supervision of the Director of Finance and Business Administration, this role manages business operations, enrollment billing, and data integration across systems. This position requires exceptional attention to detail, strategic system design thinking, and clear communication and problem-solving across departments and stakeholders.

Key Responsibilities include but not limited to:

• Enrollment Contracts: Ensure contract creation, template setup, tuition rate updates, and timeline management in coordination with the Head of School and Admissions.
• Tuition Billing & Systems: Manage student contract issuance and tuition billing in Veracross
• Other Program Billing: Direct billing, tracking, and payment processing for Extended Care, Enrichment, and Elementary Summer Camp programs in Veracross.
• Collections & Tracking: Monitor payment schedules, log updates across Veracross/Ravenna, and manage follow-ups on outstanding balances.
• Point of contact with parents for all tuition questions, Veracross access, billing and payment plans, etc.

2. Accounting & Payroll - School & Parish

• Deposits & Revenue Tracking: Reconcile Benevity payments, stock donations and development donations into QuickBooks Online (QBO). Maintain capital campaign receivable schedules and partner with the Director of Development on monthly giving reconciliations and donor documentation.
• Payroll: Ensure accurate and timely processing of timecards, salary changes, stipends, deductions and retirement contributions. Collaborate with the Diocesan Payroll & Benefits Coordinator for semi-monthly payroll processing.
• Payment Systems & Reconciliation: Reconcile transaction platforms including Stripe, Squarespace, and Veracross to the general ledger in QBO.
• Process month-end: Ensure the accuracy of day-to-day financial transactions (Journal entries and reconciliation) by applying the appropriate account and class codes and ensuring alignment with the approved budgets.
• Support annual financial reports preparation for the Parish Annual Meeting in January.
• Audit Support: Prepare reports, research transaction documentation, and support the Director of Finance or CCLA Treasurer during annual audits.

3. Budgets - School and Parish

• Prepare the sub-ledger details for the operating revenue and expenses or as requested.
• Update tuition and discount data based on the projected enrollment and approved financial aids.
• Enter the Board/Vestry approved budgets in QuickBooks.

4. Database & Systems Management

• Veracross Integration: Support multi-department rollout and clear documentation for newly established processes and workflows.
• Support annual DASL (Data Analysis for School Leadership) data entries and generate custom financial/data reports as requested.

5. Other responsibilities as requested by leadership.

Qualifications, Education & Experience

• Bachelor’s degree or equivalent in Accounting, Finance, or Business Administration is required or highly preferred
• 3+ years of experience in accounting & payroll operations, preferably within an independent school or non-profit environment.
• Hands-on experience with school management databases (Veracross, Ravenna, QBO, Stripe, Squarespace, and Benevity).
• Understanding of tuition billing cycles, payroll processing, month-end closing, and non-profit/fund accounting practices.
• Strong skills in Microsoft office Excel / Google Drive
• Excellent verbal and written communication skills with empathy and clarity when communicating to parents, church members, and staff; ability to take direction, multitask, and prioritize effectively in a fast-paced environment.
• Work both independently and collaboratively, maintain strict confidentiality, and enthusiastically support the organizations’ missions, values, and visions.
• Systems Thinking: Strong problem-solving ability to evaluate software workflows, reduce operational friction, and document standard operating procedures (SOPs).