University of Minnesota Twin Cities
Coordinator of Business Operations
University of Minnesota Twin Cities, Minneapolis, Minnesota, United States, 55400
Position SummaryServes as a professional member of the Business Office for the Athletic Department supporting its role in leading the Department's financial processes and planning. The Business Office responsibilities can be summarized as follows: purchase and expense processing and coordinating, policy education and enforcement, and other Business Office responsibilities including some one-off special projects.As with all positions within Gopher Athletics, this position is expected to work cooperatively with others and promote a healthy team atmosphere, comply with rules and regulations, and advance the Department's mission, vision, and strategic plan, including its commitment to equity and diversity.Essential FunctionsExpense Coordination:
Purchase and expense processes including detailed review for compliance with University, NCAA, and other applicable policies, as well as proper budget coding. Must gain detailed understanding of University purchase and expense software for the purpose of completing tasks assigned to the position and to educate others on proper and efficient use. High performance in this position is crucial to supporting the Department's ability to achieve and maintain the highest levels of integrity and optimal financial management. Having an understanding of how Division 1 Athletic Departments operate within a public University will be important to apply proper scrutiny, communicate effectively, and build the necessary relationships to be effective.Invoice Payment:
The position will serve as the main Voucher Specialist in the department. It is responsible for managing the department's invoice submission email and ensuring all invoices are being paid in a timely manner. This requires coordinating approvals, ensuring proper documentation, and coordination with purchasing processes. It will also require some coordination of student staff that process vouchers for the department.Travel Card & Reimbursement Expense Reports:
The position will be expected to assume responsibility for first level review on some Travel Card/Reimbursement expense reports while supporting the training and implementation efforts for the entire Department, which will be an ongoing effort. This responsibility includes follow up with staff to ensure adequate supporting documentation, policy compliance, and also includes review and follow up on aging reports to facilitate timely submission.Procurement Cards:
The position will be expected to assume responsibility and be the main contact for assigned department procurement cards. This responsibility includes follow up with cardholders to ensure adequate supporting documentation, policy compliance, also includes review and follow up on aging reports to facilitate timely submission. Advises departmental units and acts as an Athletics representative for procurement card related matters.Policy Education & Enforcement:
Assist with efforts to ensure compliance with all University, department, NCAA and conference (B1G) policies and procedures. Serves as a resource for department staff, answer questions and engage the appropriate University contacts as needed (i.e. disbursements, procurement, athletic compliance, etc.) to enforce those policies and procedures. Assist with developing new policy education materials customized to focus on needs of athletics staff, including revamping and updating the Business Office intranet page. Assist with organizing and conducting new employee orientation on Business Office processes and policies. Cultivate productive relationships throughout the Department and University with applicable individuals to achieve effective and efficient communication processes.Other Business Office Responsibilities & Special Projects:
Supporting and/or directly completing responsibilities related to the Department. Potential items include managing U Market orders, entering purchase requisitions, vendor relationships, new system implementation, and new policy education processes. Specific examples may include industry data analysis, RFP/cost management support, mailroom coordination, coke orders, alcohol inventory, contract management, billing, office supplies, and supporting the loadable debit card per diem program. Depending on schedule capacity and skillset, potentially some financial analysis and project management tasks. Compile and analyze correct and complete financial information from appropriate data sources and communicate effectively.Nonessential FunctionsOther duties as assigned.Salary RangeSalary range is $22.60/ hour - $24.52/ hour.Requirements/QualificationsRequired:BA/BS or a combination of related education and work experience to equal four years.Preferred Qualifications:1 year of professional experience with a Division 1 Athletics Department and/or University.1 year of experience with accounts payable, and/or expense card and reimbursement system.1 year or more utilizing the expense payment functions within Peoplesoft.1 year or more reviewing financial transactions for compliance with policies.
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Purchase and expense processes including detailed review for compliance with University, NCAA, and other applicable policies, as well as proper budget coding. Must gain detailed understanding of University purchase and expense software for the purpose of completing tasks assigned to the position and to educate others on proper and efficient use. High performance in this position is crucial to supporting the Department's ability to achieve and maintain the highest levels of integrity and optimal financial management. Having an understanding of how Division 1 Athletic Departments operate within a public University will be important to apply proper scrutiny, communicate effectively, and build the necessary relationships to be effective.Invoice Payment:
The position will serve as the main Voucher Specialist in the department. It is responsible for managing the department's invoice submission email and ensuring all invoices are being paid in a timely manner. This requires coordinating approvals, ensuring proper documentation, and coordination with purchasing processes. It will also require some coordination of student staff that process vouchers for the department.Travel Card & Reimbursement Expense Reports:
The position will be expected to assume responsibility for first level review on some Travel Card/Reimbursement expense reports while supporting the training and implementation efforts for the entire Department, which will be an ongoing effort. This responsibility includes follow up with staff to ensure adequate supporting documentation, policy compliance, and also includes review and follow up on aging reports to facilitate timely submission.Procurement Cards:
The position will be expected to assume responsibility and be the main contact for assigned department procurement cards. This responsibility includes follow up with cardholders to ensure adequate supporting documentation, policy compliance, also includes review and follow up on aging reports to facilitate timely submission. Advises departmental units and acts as an Athletics representative for procurement card related matters.Policy Education & Enforcement:
Assist with efforts to ensure compliance with all University, department, NCAA and conference (B1G) policies and procedures. Serves as a resource for department staff, answer questions and engage the appropriate University contacts as needed (i.e. disbursements, procurement, athletic compliance, etc.) to enforce those policies and procedures. Assist with developing new policy education materials customized to focus on needs of athletics staff, including revamping and updating the Business Office intranet page. Assist with organizing and conducting new employee orientation on Business Office processes and policies. Cultivate productive relationships throughout the Department and University with applicable individuals to achieve effective and efficient communication processes.Other Business Office Responsibilities & Special Projects:
Supporting and/or directly completing responsibilities related to the Department. Potential items include managing U Market orders, entering purchase requisitions, vendor relationships, new system implementation, and new policy education processes. Specific examples may include industry data analysis, RFP/cost management support, mailroom coordination, coke orders, alcohol inventory, contract management, billing, office supplies, and supporting the loadable debit card per diem program. Depending on schedule capacity and skillset, potentially some financial analysis and project management tasks. Compile and analyze correct and complete financial information from appropriate data sources and communicate effectively.Nonessential FunctionsOther duties as assigned.Salary RangeSalary range is $22.60/ hour - $24.52/ hour.Requirements/QualificationsRequired:BA/BS or a combination of related education and work experience to equal four years.Preferred Qualifications:1 year of professional experience with a Division 1 Athletics Department and/or University.1 year of experience with accounts payable, and/or expense card and reimbursement system.1 year or more utilizing the expense payment functions within Peoplesoft.1 year or more reviewing financial transactions for compliance with policies.
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