Bookkeeper & Campus Administrative Coordinator

Position Summary

We are seeking a highly organized, detail-oriented and flexible Bookkeeper & Campus Administrative Coordinator to support both the financial and day-to-day administrative operations for both Space of Mind (a for-profit entity) and Community Classroom Project (a non-profit entity).

This is a hands-on, multifaceted position for someone who enjoys variety and can move easily between financial responsibilities, administrative tasks and supporting students, families and staff.

This person will also play an important role in supporting the CEO and keeping the campus running smoothly, efficiently and proactively. The ideal candidate will have a proven ability to run the CEO's desk — anticipating what needs to be done, understanding priorities before they are asked, following through without constant direction and making sure nothing falls through the cracks.

This role requires someone who is comfortable working in an ambiguous, fast-moving environment where priorities can change quickly and where the ability to use good judgment, figure things out and take initiative is essential.

Key Responsibilities

Bookkeeping & Billing

• Receive payments, create and manage client invoices, reconcile & keep updated records for all client accounts.
• Review, manage and send payment reports to the owner to pay vendor invoices accurately and on time.
• Maintain organized accounts payable records and communicate with vendors as needed.
• Monitor student tuition payments and multiple payment plans.
• Track payments and billing for all programs and community events.
• Follow up on outstanding balances and resolve billing questions.
• Maintain accurate financial information across multiple systems, including QuickBooks.
• Assist with reconciliations, reports and other bookkeeping functions as needed.
• Payroll is handled separately by HR through BambooHR.
• Intuit/Quickbooks experience is a major plus!

Campus Administration

• Answer phones, respond to emails, greet visitors and assist parents, students and staff.
• Support student arrival and dismissal.
• Assist with routine student needs, including administering medication according to school procedures and authorization.
• Maintain student and administrative records.
• Provide general administrative support to school leadership and staff.
• Work across multiple school, financial and administrative systems.
• Assist with special events, programs and other school activities as needed.
• Maintain campus organization, safety, cleanliness and efficiency by communicating with handyman, team members, vendors/contractors, as needed, regarding supplies, cleaning, maintenance and daily readiness.
• Anticipate campus needs and take action before issues become problems.
• Support the CEO with administrative priorities, organization, follow-up and day-to-day needs.
• Understand what needs to be handled without always waiting to be asked.
• Help ensure the CEO's priorities and the needs of the campus are consistently moving forward.

What We're Looking For

The ideal candidate is:

• Nurturing, relatable and comfortable working around children in a busy K–12 school environment.
• Flexible and willing to jump in wherever needed.
• Able to remain calm and focused when frequently interrupted.
• Trustworthy and able to maintain confidentiality.
• A strong communicator who takes initiative and follows through.
• Highly organized and exceptionally detail-oriented.
• Comfortable working with numbers, invoices, payments and billing.
• Able to manage multiple priorities and deadlines.
• Comfortable learning and working in multiple software systems (Slack, Asana, QuickBooks, Google platform, Eventbrite, GiveSmart are our main tools).
• Professional and friendly when communicating with parents, vendors, educators, mental health providers, community members and staff.
• Proactive and highly intuitive about what needs to be done.
• Able to anticipate the needs of the CEO and the campus without waiting for direction.
• Experienced and confident in running an executive's desk and managing competing priorities.
• Comfortable working in an ambiguous environment where there may not always be a clear playbook or step-by-step direction.
• A problem-solver who can figure things out, make good decisions and move things forward independently.
• Someone who genuinely enjoys being part of a team and contributing to a positive, energetic environment.
• Someone who loves to have fun and is excited to help create a fun, welcoming and engaging environment for students, families and staff.

The Right Personality Matters

This is not a quiet, predictable office job. Our school environment is busy, active and sometimes loud. Students, teachers and parents will reach out throughout the day, and priorities can change quickly.

We are looking for someone who enjoys wearing many hats, solving problems, helping people and being an important part of the school community.

We also need someone who is comfortable with ambiguity and doesn't need to be told every step of the way what to do. The right person will see something that needs to be handled and take care of it. They will anticipate needs, connect the dots and understand what is coming next.

A major part of this role is supporting the CEO and the campus. The person in this position should naturally think ahead about what the CEO needs, what the campus needs and what can be done to make both more organized, successful and effective.

You must love to have fun. We are looking for someone who brings positive energy, enjoys people and wants to help create a fun environment. While this role requires professionalism, organization and attention to detail, it also requires someone who genuinely enjoys the energy and personality of Space of Mind.

Qualifications

Previous bookkeeping, accounts payable, billing and administrative experience required. School experience is a MAJOR plus.

The ability to anticipate needs, work independently, run the CEO's desk, navigate ambiguity and keep the campus moving is just as important to this role as bookkeeping and administrative skills.

Space of Mind was founded in 2004 as a private coaching company guiding stressed out families. While working along clients in homes, schools and on-the-go, founder Ali Kaufman quickly came to realize that school was the main stressor in most households. After achieving a level of success helping students and their parents create productive homework, time management and clutter management strategies, Ali began working with teachers, guidance counselors and school teams to help translate that success into the classroom.

Frustrated with the lack of flexibility within the traditional school system to meet students’ individual needs, Ali started her own social homeschool program in September, 2010 with just three students in her living room. Quickly, that group grew, and by the time SOM moved into the historic Clarke House (circa 1896) in Downtown Delray Beach in April, 2011, there were eight students!