Manager, Business Office

POSITION PERFORMANCE PLAN – Manager, Business Office

Position Summary: The Manager, Business Office oversees and manages all activities related to the business office including but not limited to Club Automation (CA) software, AR and AP, and is a key resource to the AVP, management team and staff members. Ensures best practices in business-related functions across the club and leads the optimization of CA. Develops and publishes monthly AR reports, auditing reports, and volume trend reports; ensures high-level of accuracy in all reporting.

Primary Customers: Members, non-members and staff.

Healthplex Performance Areas/Behaviors:

Member/ Customer First

• Treats others with courtesy, respect, and caring in all interactions.
• Goes the extra mile to identify, fulfill, and exceed customer needs. Puts those needs first.
• Promotes member rights, patient safety and ensures confidentiality and privacy at all times.
• Recognizes, respects, and effectively communicates with all cultures.

Promotes Teamwork and Partnerships

• Treats each employee as an equal and valued member of the team; works cooperatively with other employees to complete the work.
• Willingly flexes to meet the changing workload demands and priorities.
• Helps make Rush-Copley Healthplex a great place to work by promoting positives and committing to resolve problems.
• Upholds Healthplex Employee Behavior Standard in all interactions to improve teamwork and enhance patient satisfaction.
• Adheres to the Code of Conduct of Healthplex in the performance of job duties and promotes the adherence of others as well.

Quality and Patient Safety

• Follows Healthplex safety goals.
• Prevents recognized safety hazards by proactively reporting issues.
• Maintains and supports a Just Culture by reporting errors.
• Identifies potential opportunities and participates collaboratively to make improvements

Team Relationships Coached by: Director, Healthplex

Position Performance Area/Expectations:

• Responsible for managing and providing support for all business office functions i.e. all member files, AR and AP, volume trend reports, managing petty cash, and maintaining office equipment, etc.
• Responsible for overseeing the day-to-day operations of the business office including member, staff and AVP inquiries.
• Responsible for the management of the business office staff, including employee schedules, annual reviews, training new staff and maintaining office communication.
• Provide support to all managers, supervisors and staff for any billing policies and procedures.
• Assist members with inquiries regarding their membership, transactions, billing statements, refunds, credits, programming etc.
• Oversee the processing and balance of daily cash reconciliation and bank deposit. Work with finance team to ensure deposit pick-up and reconciliation.
• Assist members, Healthplex managers, supervisors and staff in set-up and processing for Club Automation classes, programs and registrations.
• Adhere to the highest degree of professional standards and strict confidentiality in matters that require discretion.
• Oversee and assist with registrations, transfers and charge outs that come business office.
• Routinely audit vendor contracts to assure correct pricing.
• Ensure all invoices are tax exempt.
• Run and distribute all monthly Club metric and trend reports.
• Ensure all Club policies and procedures are followed.
• Verify and process monthly rental invoices.
• Present financial update and business office update at the monthly Leadership team meeting.
• Ensure all membership files, AR files, contracts, waivers, invoices, drop files, etc. are well maintained, organized and easy to access and navigate.
• Run and distribute monthly Insights financial department reports.
• Download, review and distribute the monthly Gain’s report.
• Ensure best practices are utilized and maintained through-out the business office.
• Ensure all business office timelines are met.
• Be willing to work hours necessary for a successful operation.
• Demonstrate excellent communication skills and organization skills.
• Serves as Manager on Duty.

Position Requirements:

• Licensure: N/A

• Education: Bachelor’s degree in a relevant field (i.e., accounting, finance, business administration)
• Certifications: American Heart Association or American Red Cross CPR/AED certification

• Special Skills: See other below
• Experience: Minimum 3-5 years of experience in a management position in a business office or financial setting

• Other:

• Highly proficient in Microsoft Office products, including but not limited to Word, Excel and PowerPoint
• Strong financial and business acumen
• Strong people management experience and skills
• Excellent interpersonal communications and excellent verbal and written communication skills
• Strong organizational skills
• Possesses the ability to work in high pressure situations, manage multiple deadlines and frequent interruptions and has strong attention to detail
• Must be customer service-oriented and able to relate to all levels of staff.

The above statements are intended to describe the essential job functions and level of work performed by individuals in this position. They are not to be construed as an exhaustive list of all job duties that may be performed.

Revised: 1/9/2026

Functional Demand: Management-Leadership