Business Operations Coordinator

Stevens Institute Of Technology Hoboken , NJ 07030

Posted 2 weeks ago

Job Description:

Business Operations Coordinator, Office of Undergraduate Admissions

Stevens Institute of Technology is seeking a Business Operations Coordinator for the Office of Undergraduate Admissions who is organized and detail-oriented, with the capability to work well with many people and campus constituents. Specifically, the Business Operations Coordinator will be responsible for processing business transactions for the Offices of Undergraduate Admissions and Pre-College Programs. Additionally, the Business Operations Coordinator will support the staff with the daily functions of running the Office of Undergraduate Admissions including some office management responsibilities.

This position will report to the Dean of Undergraduate Admission and works collaboratively with the Undergraduate Admissions and Pre-College Programs staff on matters related to financial management and general office administration.

Areas of Responsibility:

Financial Management

  • Assist the Dean of Admission in the planning, development and monitoring of the departmental budget for the Office of Undergraduate Admission.

  • Execute day-to-day departmental business/financial activities including electronic processing of requisitions, purchase orders and check requests using the Kuali Financial System.

  • Work closely with the Assistant Director of Admissions Events to assist in the budgeting, planning, and execution of recruiting events, including the timely processing of event-related expenditures.

  • Assist the Dean in the execution of vendor contracts, working with the Office of Procurement to obtain all necessary approvals and ensuring timely payment to vendors for contractual obligations.

  • Review and monitor department use of purchasing cards, assisting staff where necessary in the use of the SAP Concur expense management system. Follow up with employees or appropriate supervisors to ensure adherence to University policies and procedures.

  • Review monthly expenditure statements for accuracy and variance to budget. Provide accurate expenditure information and analysis to the Dean and prepare quarterly or other periodic budget variance reports as requested.

  • Reconcile application fee revenue. Regularly review remittance data received for the collection of application fees by third parties, confirming that wire transfers are properly credited to the application fee revenue account.

  • Communicate financial policies and procedures to department personnel as necessary to ensure departmental compliance.

Human Resources Support

  • Assist the Dean with activities relating to the hiring of department personnel, working with the Division of Human Resources and the Payroll office to ensure proper onboarding of new staff utilizing the Workday HRM System.

Administrative Support

  • Provide administrative support to the Dean of Undergraduate Admission, as well as to the department, as needed.

  • Process orders for office supplies and printed materials for the department, maintaining appropriate inventory in an effort to reduce supply costs and improve efficiencies.

  • Answer office general phone and email inquiries, greet visitors on behalf of the office, address questions, and refer to appropriate personnel, as needed.

  • Other duties as assigned, including some weekend work required for on-campus recruiting events. Advance notice is provided for weekend work.

Required Qualifications:

The successful candidate will be detail-oriented and organized with the ability to enthusiastically approach new projects and manage multiple tasks simultaneously. Candidates should possess the following qualifications:

  • High School diploma is required; an Associates or Bachelor's degree is preferred.

  • Prior administrative support experience needed, particularly in the areas of expense management, accounts payable and monthly reconciliations.

  • Proficiency in Microsoft Word, Excel, PowerPoint, and the willingness to learn new technologies as needed.

  • Must have professional verbal and written communication skills.

  • The ability to interact with all members of the Stevens community and visitors in a professional manner is required.

  • Ability to maintain confidentiality is a critical requirement of this position.

To apply, please provide your resume and cover letter when submitting your application. Incomplete applications will not be considered.

Department

Undergraduate Admissions

General Submission Guidelines:

In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Still Have Questions?

If you have any questions regarding your application, please contact Jobs@Stevens.edu

EEO Statement:

Stevens Institute of Technology is an Equal Opportunity Employer. Accordingly, Stevens adheres to an employment policy that prohibits discriminatory practices or harassment against candidates or employees based on legally impermissible factor(s) including, but not necessarily limited to, race, color, religion, creed, sex, national origin, nationality, citizenship status, age, ancestry, marital or domestic partnership or civil union status, familial status, affectional or sexual orientation, gender identity or expression, atypical cellular or blood trait, genetic information, pregnancy or pregnancy-related medical conditions, disability, or any protected military or veteran status.

Stevens is building a diverse faculty, staff and student body and strongly encourages applications from female and minority candidates as well as veterans and individuals with disabilities. Stevens is a federal contractor under the Vietnam Era Veterans' Readjustment Assistance Act (VEVRAA) and the Rehabilitation Act of 1973, as well as other federal statutes.

Jeanne Clery Disclosure:

In accordance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), the Department of Public Safety is required to publish an annual security report which includes statistics mandated by the Clery Act. You can obtain a copy of this report by accessing the following web site: http://www.stevens.edu/sit/police


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Business Operations Coordinator

Stevens Institute Of Technology