Business Manager

Mālamalama Waldorf School is seeking an experienced, organized, and collaborative Business Manager to support the financial health and administrative operations of the school for the 2026–2027 school year. Working closely with the School Administrator, Finance Committee, and Board of Trustees, this position plays a vital role in stewarding the school’s financial systems, supporting long-term sustainability, and helping the school community thrive.

The ideal candidate is a self-directed financial professional with experience in bookkeeping, payroll, budgeting, and nonprofit or school financial management who values integrity, professionalism, and responsible stewardship of shared resources.

Job Title: Business Manager

Reports To: School Administrator

Accountable To: School Administrator, Board President, and Board Treasurer

Location: Mālamalama Waldorf School, Keaʻau, Hawaiʻi

FTE: 0.80 (approximately 32 hours per week)

Classification: Salaried

Schedule: In-office required during the school year; schedule established in coordination with the School Administrator. A modified or hybrid schedule during non-school periods may be arranged with Administrator approval.

Primary Function

The Business Manager plays a central role in the fiscal health and administrative operations of Mālamalama Waldorf School. Working in close partnership with the School Administrator, Finance Committee, and Board of Trustees, this position oversees all aspects of school finance, including daily bookkeeping and payroll to annual budget development and financial reporting. The role provides stewardship of the overall school budget and serves as the primary point of contact for all financial matters across students, families, faculty, and administration.

This position requires a seasoned, self-directed financial professional with experience in school or nonprofit financial management who embodies the values of the community, including transparency, integrity, and responsible stewardship of shared resources.

Qualifications

• 3–5 years preferred experience in financial administration, accounting, or bookkeeping, with demonstrated primary responsibility for multi-function financial operations. Experience in a school, nonprofit, or mission-driven organization strongly preferred.
• College education in accounting, finance, business administration, or a related field, OR equivalent related experience.
• Proficiency in QuickBooks and Microsoft Excel/Google Workspace; ability to independently manage full-cycle bookkeeping, reconciliations, payroll, accounts payable/receivable, and financial reporting.
• Preferred experience with FACTS Tuition Management System or a comparable tuition/student billing platform; candidates without direct FACTS experience are expected to become proficient.
• Working knowledge of nonprofit financial management, including budgeting, cash flow management, restricted funds, grant tracking, audits, and compliance requirements.
• United States work authorization.
• Basic computer literacy and organizational skills.

Personal Qualities:

• Highest standards of confidentiality and professional ethics in all financial and personnel matters.
• Exceptional interpersonal skills; able to engage sensitively and professionally with families around financial matters, including tuition delinquency, financial aid, and fee questions.
• Self-directed and highly organized, with the ability to manage multiple deadlines and competing priorities accurately and independently.
• Collaborative spirit and commitment to supporting the broader school community.
• An openness to the tenets of Waldorf education and the Anthroposophical approach to finances.

Responsibilities

Financial Operations and Accounting

• Manage full-cycle accounts receivable in QuickBooks, including accounts receivable, accounts payable, and general ledger maintenance.
• Process and record all financial transactions accurately, including tuition, programs, events, and point-of-sale systems.
• Reconcile all bank and credit accounts monthly and resolve discrepancies.
• Manage deposits into operating and capital accounts as applicable.
• Process vendor payments, reimbursements, deposits, and check requests.
• Prepare and submit General Excise Tax filings, annual 1099 forms, and documentation for CPA annual tax filings.
• Maintain accurate financial records across all systems, including integration with student information and billing platforms.
• Support financial tracking for fundraising activities and produce event-level reports.

Payroll Administration

• Process payroll in coordination with the school’s payroll service provider.
• Review and verify employee timesheets prior to payroll processing.
• Administer employer contributions and required deposits for benefits such as retirement accounts.

Budget Management and Financial Oversight

• Lead the development of the annual school budget in collaboration with the Administrator, Finance Committee, and Board.
• Monitor budget performance, cash flow, and capital expenditures and communicate variances proactively.
• Produce and present monthly budget-to-actual reports for the Finance Committee and Board of Trustees.
• Oversee restricted and program-specific budgets, including grants and school food programs.
• Ensure expenditures align with the approved budget and school policies.
• Develop and maintain financial policies, procedures, and internal controls.
• Identify and implement improvements to financial systems and workflows.
• Prepare budget reports for faculty and support accreditation and institutional reporting requirements.

Tuition and Family Account Management

• Maintain and update tuition billing and payment tracking through FACTS or equivalent systems.
• Process tuition, aftercare, and supplemental program payments.
• Issue late notices and manage delinquent accounts according to school policy.
• Coordinate with enrollment staff regarding tuition contracts and financial aid documentation.
• Monitor outstanding balances and ensure appropriate follow-up.
• Communicate with families regarding financial matters with professionalism and discretion.

Financial Reporting and Communication

• Present financial information clearly to both financial and non-financial audiences.
• Provide financial updates and summaries to faculty and staff as needed.
• Attend Finance Committee, Board, and relevant staff meetings to present financial information and respond to questions.

Required Meetings

• Weekly administrative staff meetings
• Regular check-ins with the School Administrator
• Monthly Finance Committee meetings
• Tuition Assistance/Adjustment Committee meetings (as applicable)
• Monthly Board meetings
• Annual Board/Staff Retreat

Work Location and Schedule

This is a primarily in-office position during the school year. The Business Manager is expected to maintain consistent on-site hours throughout the academic calendar to support faculty, staff, and families in real time. A modified or hybrid schedule may be arranged during school breaks and summer with Administrator approval, based on operational needs. Additional hours may be required during peak budgeting and operational periods.

Compensation and Benefits

• FTE: 0.80 (approximately 32 hours per week)
• Classification: Salaried
• Pay Range: $50,000 – $65,000, commensurate with experience
• Benefits: Medical insurance (individual) and tuition remission

Application Process:
Interested candidates should submit a resume, cover letter, and references to info@hawaiiwaldorf.org. In your cover letter, please describe your experience in financial management and your interest in supporting a mission-driven Waldorf school community.

Mālamalama Waldorf School is an equal opportunity employer and encourages candidates of all backgrounds to apply.

Pay: $50,000.00 - $65,000.00 per year

Work Location: In person

Salary : $50,000 - $65,000