Business Office Coordinator in Seattle, Washington at The Seattle School of Theology & Psychology

About Us | Mission and Culture Alignment:

The Seattle School of Theology & Psychology is a Christian institution committed to training people to be competent in the study of text, soul, and culture in order to serve God and neighbor through transforming relationships. The successful candidate will demonstrate respect for the School's Christian identity and mission while contributing to a collaborative, inclusive, and service-oriented workplace. The position supports the work of the School across its three expressions: The Graduate School, The Allender Center, and the Center for Transforming Engagement.

Position Summary:

The Business Office Coordinator reports to the Vice President of Administration & Operations and supports the daily financial operations of The Seattle School of Theology & Psychology, serving as the primary liaison between the School and its external accounting partner.

This position coordinates financial documentation, accounts payable processes, student accounts receivable, compliance activities, and financial reporting support to ensure accurate and timely business operations. Working closely with institutional leadership, department budget owners, Human Resources, and external accounting partners, the Coordinator helps maintain effective financial processes, internal controls, and responsible stewardship of institutional resources.

The ideal candidate is detail-oriented, organized, service-oriented, and comfortable working across multiple systems and departments while maintaining confidentiality and accountability.

Accounting Coordination and Vendor Partnership:

• Support the transition to an external accounting model by coordinating financial records, documentation, and workflows to ensure continuity of Business Office operations.
• Serve as the primary liaison with the external accounting partner, coordinating financial transactions, documentation, reporting requirements, and month-end and year-end closing activities.
• Collect, review, and submit financial records, including invoices, receipts, and deposits, ensuring completeness, accuracy, and timely processing.
• Develop, document, and maintain standard operating procedures (SOPs) for Business Office functions, collaborating with internal departments and the external accounting partner to ensure consistent, efficient processes and appropriate internal controls.

• Coordinate accounts payable activities, including vendor invoices, payment requests, reimbursements, approvals, and resolution of discrepancies in partnership with the external accounting firm.
• Manage student accounts receivable, including tuition billing coordination, payment tracking, outstanding balances, student inquiries, and collections in collaboration with the Registrar.
• Manage banking activities, including electronic check deposits, deposit documentation, and timely communication of transactions to the external accounting partner.
• Print and mail approved vendor payment checks, ensuring proper authorization, documentation, and compliance with established financial procedures and internal controls.

• Support annual budget development by coordinating departmental submissions, consolidating financial information, and collaborating with department leaders, the VP of Administration & Operations, and fractional CFO.
• Review monthly financial reports and budget-to-actual statements for completeness, coding discrepancies, and unusual variances, coordinating corrections with the external accounting partner and fractional CFO.
• Monitor daily cash balances and banking activity, maintain accurate records, and provide information to support cash flow forecasting, liquidity monitoring, and financial planning.
• Coordinate monthly financial reporting requirements, ensuring accurate documentation, timely submissions, and resolution of outstanding requests.
• Manage the annual audit request process, coordinating documentation and submissions with external auditors, the accounting partner, and internal departments.
• Prepare and coordinate financial documentation and reports for tax compliance, accreditation, grants, institutional reporting, and Board and Finance Committee meetings, ensuring timely completion in collaboration with appropriate stakeholders.

• Coordinate tax and financial compliance activities with the external accounting firm and institutional leadership.
• Maintain a calendar of applicable tax filings, regulatory reporting requirements, business registrations, and renewal deadlines.
• Gather and organize documentation for Form 990, Form 1099 reporting, applicable state filings, and other required financial submissions.
• Maintain records of completed filings, confirmations, and supporting documentation.
• Monitor compliance deadlines and escalate outstanding requirements or potential risks to the VP of Administration & Operations.

• Partner with Human Resources to support internal payroll processing, including reviewing payroll documentation, verifying information, coordinating payroll-related financial records, and assisting with resolving discrepancies.
• Coordinate payroll-related financial records and reporting to ensure accurate and timely processing.
• Serve as a responsive resource to faculty, staff, department leaders, students, and external vendors regarding financial procedures, payments, and Business Office inquiries.
• Collaborate with internal departments to obtain required documentation, resolve outstanding requests, and ensure timely follow-through.
• Identify opportunities to improve workflows, strengthen internal controls, and enhance the efficiency and quality of Business Office services.

Required Qualifications:

• Associate degree in Accounting, Business Administration, Finance, or a related field.
• Minimum of four years of experience in bookkeeping, accounting support, accounts receivable, or financial administration.
• Working knowledge of basic accounting principles, financial processes, and documentation requirements.
• Experience with accounting software, spreadsheets, and electronic financial systems.
• Proficiency with Google Workspace and Microsoft Excel.
• Strong organizational skills, attention to detail, and ability to manage multiple deadlines.
• Excellent communication, problem-solving, and customer service skills.
• Ability to handle confidential financial, employee, and student information with discretion.
• Demonstrated commitment to accuracy, accountability, and collaboration.

Preferred Qualifications

• Experience in nonprofit organizations, higher education, or faith-based institutions.
• CPA certification or working toward CPA
• Experience coordinating with external accounting firms or external financial partners.
• Familiarity with student accounts receivable, tuition billing, and payment processing.
• Experience supporting tax documentation, financial compliance, audits, or regulatory reporting.
• Familiarity with NetSuite, Brex, Ramp, or comparable financial systems.

Core Competencies:

• Financial Stewardship: Demonstrates accuracy, integrity, and responsible management of institutional financial resources.
• Collaboration and Customer Service: Builds effective working relationships and provides responsive support to internal and external partners.
• Organization and Accountability: Manages deadlines, maintains accurate records, and follows through on responsibilities.
• Problem-Solving and Continuous Improvement: Identifies discrepancies and opportunities to strengthen financial processes.
• Confidentiality and Judgment: Protects sensitive information and exercises sound professional judgment.

Supervisory Responsibilities:

The Manager does not currently have direct report supervisory responsibilities.

Compensation & Benefits:

The Seattle School of Theology & Psychology offers a competitive full time hourly wage aligned with the nonprofit higher education market. The pay range for this position is $28.00–$34.00 per hour (DOE).

As a full time position, this role is eligible for employer sponsored benefits. We offer generous paid time off, retirement benefits, a commuter pass subsidy, tuition assistance benefits, medical, dental, life, and long-term disability insurance (100% employee premiums paid by employer) and a Health Savings Account. We also offer a flexible, supportive environment with colleagues committed to a common mission.

Work Location Eligibility:

Due to state-specific employment and payroll requirements, The Seattle School of Theology & Psychology currently limits employment to individuals working in Alaska, Colorado, Georgia, Illinois, North Carolina, Oregon, Pennsylvania, Tennessee, Texas, or Washington. Candidates must establish an approved work location before beginning employment.

Working Conditions:

This is a hybrid position requiring onsite attendance Monday through Wednesday, with schedule options of 7:30am–4:00pm, 8:00am–4:30pm, or 8:30am–5:00pm. Remote work is permitted on Thursdays and Fridays. Additional onsite attendance may be required to support meetings, financial operations, and other institutional needs.

The Business Office Coordinator reports to the Vice President of Administration & Operations and supports the daily financial operations of The Seattle School of Theology & Psychology, serving as the primary liaison between the School and its external accounting partner.

Other Duties:

This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of responsibilities. Additional duties may be assigned based on institutional needs.