Business Services Coordinator - Advanced

Job Title Business Services Coordinator

• Advanced Position Number 930147 Vacancy Open to All Candidates Time-Limited No Department Homepage https://global-affairs.ecu.edu/ Advertising Department OFFICE OF GLOBAL AFFAIRS Division Academic Affairs Classification Title 10739 Business Services Coordi Competency Level 3

• Advanced Working Title Business Services Coordinator-Advanced Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $34,280 - $61,938 Anticipated Hiring Range $34,280 - $56,000 Salary Grade Equivalency GN09 Work Schedule Monday-Friday Work Hours 8:00 a.m.

• 5:00 p.m. Position Location (City) Greenville Job Category Staff

• Professional Organizational Unit Overview

The Office of Global Affairs in the Division of Academic Affairs was established to coordinate all student community, faculty, and curricula-related international activities. A comprehensive office of Global Affairs is necessary to secure East Carolina University's position as a contemporary university addressing the concerns of a globally interdependent society.

East Carolina's commitment to promoting student success, public service and regional transformation through global awareness is expressed in the ECU Strategic Plan. To ensure a focused and effective program this comprehensive office draws together elements of international study, virtual exchange, intensive English training, and international student and scholar services. Only with the closely coordinated and highly visible Office of Global Affairs will East Carolina University be in the position to advance and enhance its international presence through academia, exchange, and economic development.

Job Duties

Business Management-25%

• Identify issues, problems, bottlenecks, and compliance risks and provide recommendations to the AVC for Global Affairs and unit directors to improve business practices, processes and operations, particularly related to financial management, personnel administration, hiring, payroll, and purchasing functions.

• Manage, maintain and assist with the development of departmental budgets, ensuring compliance with university and UNC System Office policies and regulations and ECU procedures and guidelines.

• Provide accurate and timely budget reports to the AVC for Global Affairs and unit directors through regular reconciliations and weekly updates.

• Develop long and short-term goals and business practices for improving the operational efficiency of the Office of Global Affairs that take into consideration the multifaceted specialized activities of the unit and provide recommendations to the AVC for Global Affairs and unit directors.

• Collaborate with other business areas on campus including Academic Affairs Administration, Financial Services, Accounts Payable/Travel Office, Office of Supplier Management, Student Financial Services including Cashier's Office, Tax Office, and Colleges and Academic units among others to develop and improve policies and practices that are related to activities and business operations unique to the Office of Global Affairs.

Financial Management-25%

• Maintain comprehensive knowledge of university accounting and budgeting practices to contribute to budget development and spend down planning.

• Analyze budgetary data and develop financial projections in a multifaceted financial environment.

• Serve as the Office's internal resource on all financial matters and provide recommendations to the AVC for Global Affairs and unit directors for budgetary decisions.

• Administer all financial and reporting aspects of grants and contracts, including fund management and allocation of departmental resources.

• Serve as the primary point of contact for departmental ProCard reconciliation, ensuring accuracy in financial statements.

• Oversee departmental deposits, including receipt-based, special funds, and foundation funds, ensuring accuracy and compliance with university policies.

• Purchase supplies, equipment, and services for the Office of Global Affairs, ensuring efficient execution and compliance with purchasing policies.

Personnel Management-20%

• Provide advice and guidance to the AVC for Global Affairs on personnel administration/management matters including payroll and hiring processes.

• Assess available funding to address staffing needs and make recommendations to AVC for Global Affairs.

• Oversee the hiring process for departmental student workers, Graduate Assistants, Self-Help students, and Federal Work Study students.

• Manage the hiring, onboarding, and exit processes for EHRA and SHRA employees, both permanent and temporary

• Manage supplemental pay and stipends to both ECU faculty and staff and external international consultants for unique services rendered, including but not limited to course development, research assistance, and program evaluation

• Oversee the hiring and salary management process for faculty-led study abroad programs and Global Understanding courses administered by the Office of Global Affairs

• Administer personnel aspects of grants or contracts, including hiring and managing personnel associated with the projects

• Serve as a backup administrator for the department's timekeeping management system.

Information Analysis and Decision-making-15%

• Assess and resolve complex and unique problems related to the administration of international programs, including approximately 40 study abroad programs and the ECU Tuscany campus, through research and review of university and UNC System Office policies and procedures

• Analyze and continually assess complex business operations, business processes and financial statements related to a range of Office of Global Affairs activities and make recommendations for improvement to the AVC for Global Affairs and individual Global Affairs unit directors.

Communication-15%

• Develop reports using comprehensive information spanning all functional areas within the Office of Global Affairs to inform the AVC for Global Affairs and unit directors on current status of ongoing programs and activities.

• Professionally respond to non-routine inquiries related to compliance issues, financial statements and office business practices and procedures and provide documentation to support conclusions.

• Communicate with stakeholders, including Travel Office, Materials Management, Office of University Counsel, Academic Affairs Administration, and Financial Services to raise awareness of the unique and specialized activities of the Office of Global Affairs and ensure effective collaboration and problem resolution.

• Assist with ECU-led Study Abroad program budgets, collaborating with the Director of Education Abroad and other team members to update program codes, reconcile financial data, and assess the financial viability of each program.

• Coordinate with university stakeholders to ensure invoices and contracts are acceptable and paid/executed in a timely manner.

• Other duties as assigned.

Minimum Education/Experience

Bachelor's degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

License or Certification required by statute or regulation

None

Preferred Experience, Skills, Training/Education

None

License or Certification required by the Department

None

Special Instructions to Applicant

• Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section.

• If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment).

• Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities.

• Applicants must be currently authorized to work in the United States on a full-time basis.

Job Open Date 06/17/2024 Job Close Date

• Positions will be posted until 11:59 p.m. EST on this date; If no closing date is indicated, the position will be posted until filled and may close at any time after the recruitment has been completed. 06/26/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/71950 Alternate option

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

AA/EOE

East Carolina University is an equal opportunity and affirmative action employer and seeks to create an environment that fosters the recruitment and retention of a more diverse student body, faculty, staff and administration. We encourage qualified applicants from women, minorities, veterans, individuals with a disability, and historically underrepresented groups. All qualified applicants will receive consideration for employment without regard to their race/ethnicity, color, genetic information, national origin, religion, sex, sexual orientation, gender identity, age, disability, political affiliation, or veteran status.

Individuals requesting accommodation under the Americans with Disabilities Act Amendments Act (ADAAA) should contact the Department of Human Resources at (252) 737-1018 (Voice/TTY) or ADA-Coordinator@ecu.edu.

Eligibility for Employment

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. ECU participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. If highest degree earned is from an institution outside of the U.S. and its territories, final candidates are required to have their degree validated as equivalent to the degree conferred by a regionally accredited college or university in the U.S.

Office of Human Resources Contact Information

If you experience any problems accessing the system or have questions about the application process, please contact the Office of Human Resources at (252) 328-9847 or toll free at 1-866-489-1740 or send an email to employment@ecu.edu. Our office is available to provide assistance Monday-Friday from 8:00-5:00 EST.