Office Manager, Business Office

Muhlenberg College; Allentown (Lehigh County); Hybrid; USD 50,000 - 70,000; Full time

Benefits offered by this job

Generous holidays including Thanksgiving and winter break

22 days vacation per year

Medical, dental, and vision coverage

Tuition programs

Retirement plans

Job summary

Muhlenberg College is seeking a full-time Business Office Manager to oversee operations and support financial activities. This role involves coordinating various administrative processes, managing purchasing, and ensuring compliance with regulations.

The ideal candidate will have a Bachelor's degree and experience in business operations. Benefits include generous holidays, tuition programs, and health coverage.

Qualifications

• 3-5 years of experience in business operations or financial administration.
• Demonstrated understanding of business processes and financial reporting.
• Ability to manage sensitive and confidential information.

Responsibilities

• Oversee day-to-day administrative operations of the Business Office.
• Coordinate onboarding and offboarding activities for personnel.
• Manage office purchasing, supplies, and records retention.

Skills

Organizational skills

Project management

Problem-solving

Communication abilities

Microsoft Office Suite proficiency

Attention to detail

Education

Bachelor's degree in Business Administration, Accounting, Finance, or related field

Tools

Microsoft Office Suite

Google Workspace

Job description

Position Summary

The Business Office Manager serves as a key operational and administrative partner within the Business Office, reporting to the Chief Financial Officer. The role supports financial operations, compliance activities, board committee administration, business processes, and departmental coordination.

Essential Duties & Responsibilities

• Oversee day-to-day administrative operations of the Business Office, including communications, shared resources, records management, and administrative processes.
• Coordinate onboarding and offboarding activities for Business Office personnel.
• Coordinate special projects and initiatives on behalf of Business Office leadership.
• Coordinate meeting scheduling and logistics for Business Office leadership.
• Collaborate with campus partners (Human Resources, Institutional Research, Facilities Management, President's Office, and other departments) to support institutional initiatives.
• Manage office purchasing, supplies, records retention, and departmental filing systems.
• Maintain operational calendars to ensure timely completion of reporting deadlines, audit requirements, compliance filings, board meetings, budget activities, and other recurring processes.
• Assist in preparation of budget materials and presentation.
• Assist in monthly and year‑end close.
• Monitor departmental operating budgets and expenditures; assist leadership with budget tracking and analysis.
• Recommend and implement process improvements.
• Provide support for Board of Trustees committees: agenda preparation, meeting logistics, governance system administration, distribution of materials, minutes, and records retention.
• Develop, maintain, and communicate Business Office policies, procedures, and process documentation.
• Support annual financial audits and other external reviews, collecting and organizing supporting documentation.
• Maintain administrative records related to banking relationships, leases, contracts, institutional compliance activities, regulatory filings, registrations, certifications, insurance policies, property leases, vehicle registrations, and other reporting requirements.
• Maintain confidential records with discretion.
• Serve as point of contact for faculty, staff, students, trustees, auditors, financial institutions, vendors, and other external partners.
• Develop and maintain effective working relationships with departments, external partners, and stakeholders.
• Liaise between Business Office and other campus departments to support cross‑functional initiatives.
• Foster a positive, customer‑focused environment within the Business Office.
• Perform other duties and special projects as assigned.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Finance, or related field.
• Three to five years of experience in business operations, financial administration, accounting support, office management, or related administrative role.
• Demonstrated understanding of business processes, financial reporting, compliance, or accounting fundamentals (preferred).
• Strong organizational, project management, and problem‑solving skills.
• Evidence of effective collaboration with other departments and partners.
• Excellent written, verbal, and interpersonal communication abilities.
• Advanced proficiency in Microsoft Office Suite, Google Workspace, and business software applications.
• Ability to handle sensitive and confidential information with sound judgment and discretion.
• Ability to work independently, manage competing priorities, and consistently meet deadlines.
• Strong attention to detail and commitment to providing exceptional customer service.
• Commitment to fostering a culture of inclusion, respect, and belonging across the workplace and campus community.

Schedule & Benefits

Full‑time, year‑round position with potential partial remote work and flexible scheduling during off‑peak times.

Benefits include generous holidays (including three days off for Thanksgiving and an extended winter break between Christmas Eve and New Year’s Day), vacation (22 days per year), sick leave, paid parental leave, tuition programs, medical, dental and vision coverage, flexible spending plans, short‑term disability, life insurance, and retirement plans.

Equal Opportunity Employer

Muhlenberg College is an equal opportunity employer committed to valuing and enhancing diversity and encourages applications from individuals who can contribute to the diversity of our community. The College does not discriminate against any person based on age, ancestry, color, disability, gender identity, genetics, national or ethnic origin, race, religion, sex, sexual orientation, pregnancy, childbirth, or related medical conditions, veteran status, or any other basis protected by applicable federal, state or local laws. The College does not discriminate on the basis of sex as required by TitleIX.