Arcadia University

Job Description: The Business Manager is a key leader in the day-to-day success of The College's business affairs. This role is responsible for facilities management, office management and administration, critical leadership and management of The College's business and financial affairs, while also serving as the external presence to campus stakeholders and domestic and international visitors.

Location: Glenside

Responsibilities:

Business Affairs and Compliance (50%)

  • In collaboration with campus offices, oversee key business affairs areas such as purchasing, asset management, vendor management, domestic contracts and agreements, and insurance.

Duties include but are not limited to:

  • Identify gaps in annual insurance policies held in the US and overseas and work with the COO to ensure gaps are filled with policies that meet the necessary standards in each country in which we operate. Collect and maintain data for overseas sites under The College auspices for Arcadia's overall property/casualty/liability insurer.
  • Negotiate annual education abroad insurance policies and premiums to ensure adequate coverage at a manageable cost. Manage RFP and renewal requirements for student health and accident insurance and medical advisory services (ISOS).
  • Create and maintain a tracking system for current domestic agreements/contracts and oversee the maintenance of historical records regarding past domestic and international agreements/partnerships.
  • Maintain IT infrastructure, including asset management, liaising with IT on campus for new hardware and software setup, and IT/communication infrastructure of the building.
  • Oversee the purchasing of office equipment, including overseas and off-site hardware and software purchases. Work with overseas IT staff to ensure that purchases are approved by IT, in keeping with the most current specifications, and installed/setup in compliance with University policy.
  • Foster and manage general vendor, IT and consultant contracts and relationships.
  • Ensure appropriate contract administration and approvals for all aspects of Arcadia Abroad operations
  • Work in close cooperation with appropriate program staff to secure signatures for contracts and leases for student housing and college facilities.
  • In consultation with the COO, campus IT and OGC, compile information on how data is being managed in compliance with local data privacy laws such as GDPR. Serve as a data steward for Arcadia Abroad, and respond to institutional requests on behalf of Arcadia Abroad.
  • Uphold existing policies and procedures governing the work of Arcadia Abroad and develop new policies as necessary
  • Serve as the principal informational contact for the annual external audit. In collaboration with COO work to ensure Arcadia Abroad practices are accurately reflected in audit reporting documents.
  • Ensure that Arcadia Abroad has an organized and compliant records management system that allows for important documents to be stored and appropriately accessed. Develop and implement a system of electronic records and document tracking. Archive files as appropriate.
  • Serve as the main point of contact for campus offices' inquiries and needs
  • Stay abreast of compliance regulations for areas under the Director's purview in all areas such as contracts, data privacy, insurance, etc. Make recommendations to leadership of measures and frameworks that should be implemented.
  • Perform essential duties during any emergencies such as hurricanes, storms, and/or any other university emergency closing or hybrid working situation.

Financial Affairs (20%)

  • Serve as the main point of contact for inquiries from the Finance Office, ensuring that all issues are resolved effectively and efficiently.
  • Originates and submits purchase requisitions and routes invoices from vendors, contractors and service providers for payment and manages communication with finance team members as required.
  • Support staff in allocating budgeted funds correctly by serving as a resource for account code and budget questions.
  • Review and ensure that quarterly budget reconciliations are received and completed with the
    help of divisional leaders. Complete other requests from Finance as appropriate.
  • In collaboration with the Overseas Directors and COO, collect, review and update estimated additional expenses (EAE) for each program for publication on the website. Answer parent, student and advisor questions related to EAE calculations that cannot be answered by Finance.

Office Management and General Administration (20%)

  • Ensure that all aspects of the day-to-day management of the office and building are running smoothly so that all staff can work effectively. This includes but is not limited to:
    • Communicate building and equipment maintenance issues to Facilities Management, IT or Auxiliary Services monitor completion of the work orders
    • Collect and sort mail and UPS/FedEx/DHL deliveries from, as well as drop off outgoing mail and UPS/FedEx/DH packages to, the University mailroom.
    • Answer phone calls, maintain and respond to The College email inbox, update directory and HR contact information, and maintain central office calendars events and access, and equipment/contract vendor relationships.
    • Support the onboarding and off-boarding of Glenside staff and student workers, including ensuring proper access to the building office equipment and, as appropriate, Zoom and/or mobile phones.
    • Maintain inventory of office and event supplies, and place orders as needed.
  • Oversee the visitor experience for both domestic and international visitors to Larsen Hall, including accommodation reservations, transportation, and itinerary building.
  • Provide logistical support for in-house or off-site organization activities such as staff summits and social events. Provide logistical support for national conferences as needed.

College-wide Support and University Representation (10%)

  • Support other College teams with key strategic initiatives and projects
  • Serve as a key representative for The College on campus committees, including but not limited to Data Stewards, Enterprise Apps, Senior Management Team, etc.

Required Knowledge, Skills and Abilities:

  • Ability to learn quickly, reason, synthesize and generalize based on information obtained
  • Demonstrated leadership including the ability to exercise excellent judgment and engage in collaborative, critical decision making under tight deadlines
  • Excellent interpersonal skills in order to work with staff, faculty and professionals in multiple settings and in multi-cultural environments, promoting inclusion in the workplace.
  • Ability to manage competing priorities in a fast-paced environment
  • Demonstrated ability to maintain confidentiality and effectively handle highly sensitive and personal information with sound judgment, tact, and discretion
  • Ability to learn and apply University and College policies and procedures to ensure operational compliance
  • Desired: Willingness to complete notary training and serve in this capacity for The College

Minimum Qualifications:

  • Associate's or Bachelor's degree plus five years of office management or business affairs experience
  • Experience in a higher education setting desired
  • Management experience strongly preferred

Application Instructions:

  • Applications must be submitted online through Arcadia's Human Resources portal to receive full consideration. Please do not email application materials to the hiring manager. Due to the volume of applications received, communication will generally be limited to candidates selected for additional consideration.
  • Application review will begin immediately. Posting will be removed from the website once we've established a sufficient talent pool for consideration.

Arcadia University is a top-ranked private University in Greater Philadelphia that provides a values-based educational experience by placing students at the center. The Institute of International Education has ranked Arcadia first nationally in study abroad for 10 of the last 13 years, and the Princeton Review has ranked Arcadia among the "Best in the Northeast" for eight consecutive years. The University's Physical Therapy and Physician Assistant programs are nationally ranked in their respective categories by U.S. News & World Report, which cites Arcadia for being among the top study abroad programs and among the "most innovative," and "best value" colleges. Arcadia promises a distinctively global, integrative, and personal learning experience that prepares students to contribute and lead in a diverse and dynamic world. Through its community of practice and commitment to Justice, Equity, Diversity, and Inclusion (JEDI) and to combating anti-Black Racism, Arcadia has made facilitating a safe and welcoming environment a priority. Learn more about our vibrant community at www.arcadia.edu.

Our belief and experience is that there is strength in diversity and we are committed to building a welcoming and inclusive environment for students and employees alike. We are a community built on varied experiences and perspectives that beneļ¬ts from open-minded discussion and cultural humility. Guided by our University's values, we are committed to justice, equity, diversity and inclusion, and we are working towards dismantling anti-Black racism/white supremacy and other forms of interpersonal and systemic discrimination and oppression.

We welcome candidates who can contribute to the diversity and excellence of our community. The successful candidate will demonstrate examples of ways they will incorporate our values. in their work.

At Arcadia University, our JEDI principles (Justice, Equity, Diversity, and Inclusion) are the foundation of our highly regarded, values-based learning community, which reflects the world in which we want to live. As such, Arcadia actively seeks and welcomes candidates of diverse backgrounds and abilities. Arcadia prohibits discrimination against individuals on the basis of ethnicity, national origin, ancestry, race, color, religion, creed, sex, gender, marital status, affectional or sexual orientation, age, gender identity, military or military veteran status, disability, family medical or genetic information, or any other legally protected characteristic. All offers of employment are conditional based on the successful completion of a background check. Employment may not begin until the University accepts the results of the background check.

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