Assistant to the Director of Finance and Operations and Business Office

Assistant to the Director of Finance and Operations and Business Office

The Northwest School is an independent day and boarding school serving students in grades 6–12 on an urban campus in Seattle’s Capitol Hill neighborhood. As Seattle’s only day and boarding school, Northwest offers a distinctive educational experience that combines rigorous academics with experiential, interdisciplinary learning in a vibrant city setting.

Our liberal arts program nurtures compassionate, globally aware, and environmentally conscious students who find joy in learning and are prepared to engage thoughtfully and creatively in an interconnected world. Northwest is a warm, inclusive community grounded in shared values and a deep commitment to belonging. 

We believe diversity strengthens our school and are dedicated to building a faculty and student body that reflects the broader society. We strongly encourage candidates from underrepresented groups to apply.

Position Overview: The Assistant to the Director of Finance and Operations and Business Office reports to the Director of Finance and Operations (DFO) in support of high-level administrative support for certain school-wide activities and performs certain Business Office tasks, including Accounts Receivable (AR). This is a 0.75 full-time equivalent (30 hours per week), non-exempt, hourly, benefits-eligible position.

Essential Functions:

• Prepare for Board Committee meetings and follow up with agendas, notices, minutes, and resolutions. Staff four (4) Board of Trustees committees: collaborate with the Executive Assistant to the Head of School to schedule meetings, arrange rooms, distribute materials, take and distribute minutes
• Act as an intermediary between the DFO and their direct reports or supervised Teams about ongoing operations
• Organize and maintain communications and calendar/appointments for the DFO
• Plan meetings and events for departments supervised by the DFO
• Coordinate projects and conduct routine research, prepare reports and presentation materials for the DFO, such as school-wide parking and DASL reports
• Maintain files and organize information in support of the DFO’s duties
• Keep department and division calendars and track major objectives and events
• Coordinate implementation of special projects as assigned
• Maintain strict confidentiality
• Support DFO in the management of the school parking program
• Maintain a system for tracking business contracts
• Lead the annual property and liability insurance renewal process on behalf of the DFO
• Other duties as assigned

Accounts Receivable (AR) Position Overview: The responsibilities of this position include supporting the DFO and Controller in organizing student accounts receivable records, communicating with Parents/Guardians on all AR matters, including the BlackBaud Tuition Management database, emails and phone calls, as needed. 

• Interacts with Parents/Guardians, as needed, to answer questions, assist with the collections process generally
• Works with the Controller in assisting with more complex collection issues
• Prepares communications for past due accounts and any other reconciling items that may need attention
• Billing invoices and statements: enters charges into Blackbaud, including additional fees, such as library, sports, books and after-school care
• Enters non-automatic tuition payments into Blackbaud
• Enters Miscellaneous Cash into the Receipts spreadsheet
• Records all bank deposits into accounting software, including all supporting documents
• Creates and maintains the Student Spreadsheet for new enrollment year
• Reconciles enrollment records with Admissions and Registrar with the Business Office, coordinating with Controller
• Supports the Controller in preparing the financial holds on grades and transcripts for past due accounts
• Makes monthly journal entries into the general ledger for miscellaneous cash receipts, Controller-prepared entries and Advancement-prepared entries
• Maintains Pledge Receivable spreadsheet, reconciling to the Advancement Department for annual funds and capital campaign monthly
• Assists Controller with other AR tasks, as needed

Required Qualifications:

• Bachelor’s degree, or an equivalent combination of education and experience sufficient to perform the essential functions of the job
• Two years of demonstrated executive support, including complex scheduling and working with board committees and compiling meeting minutes
• Professional writing proficiency
• A high degree of proficiency in MS Office products, including Excel, Word, Outlook and PowerPoint. Experience with Windows operating systems
• Experience setting up and running Zoom meetings
• Experience creating organization systems
• Excellent written and verbal communication skills
• Ability to work well in a team environment

Preferred Qualifications:

• Database experience is preferred

Physical Demands:  

• Ability to lift to 25 pounds in connection with job duties, such as assisting with setup or moving materials
• Ability to stand, sit, and move comfortably on campus for extended periods
• Ability to climb stairs and navigate uneven surfaces as needed between locations within and outside school buildings
• Willingness to work outdoors in varying weather conditions, including inclement weather
• Evening and weekend work may be required at times

Compensation:

The rate of pay is approximately $36 to $39 per hour, based on education and years of experience. This is a non-exempt, hourly, 0.75 full–time equivalent (FTE) benefits-eligible position eligible.

The Northwest School offers a comprehensive benefits package, including fully paid employee medical, dental, long-term disability, and life and accident insurance; a 403(b)-retirement plan with up to 6% employer match after one year; generous time off; daily lunch; access to an on-site fitness facility; robust professional development support; and the opportunity to work in a dynamic urban school community.

Application Process

Please submit a cover letter and résumé online at: https://www.northwestschool.org/about/employment 

We are an Equal Opportunity Employer that values workplace diversity. All qualified applicants will receive consideration for employment without regard to race, national origin, gender, age, religion, disability, sexual orientation, gender identity, veteran status, genetic information, or marital status.