Business Services Coordinator - Journey

Job Title Business Services Coordinator

• Journey Position Number 933002 Vacancy Open to All Candidates Time-Limited No Department Homepage http://www.edu.edu/cet/ Advertising Department COLLEGE OF ENGINEERING AND TECHNOLOGY Division Academic Affairs Classification Title 10739 Business Services Coordi Competency Level 2

• Journey Working Title Business Services Coordinator

• Journey Number of Vacancies 1 Full Time Equivalent (FTE) 1.0 Full Time or Part Time Full Time Recruitment Range $31,888-$49,710 Anticipated Hiring Range $44,784-$45,800 Salary Grade Equivalency GN07 Work Schedule Monday-Friday Work Hours 8:00 a.m.

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

• Office/Clerical Organizational Unit Overview

The College of Engineering and Technology consists of the Departments of Computer Science, Construction Management, Engineering, and Technology Systems. Faculty and staff in the College provide high-quality graduate and undergraduate degree programs and research and service opportunities that enable students to achieve their career goals and support regional transformation. Additional units in the college supports this mission, including the Student Success Center, the Lab Operations group, the Information Technology group, and three centers supporting workforce development and research.

Job Duties

Purchasing and Vendor Communications: 30%

• Serve as the main purchasing entity for the Office of the Dean and associated units, including Laboratory Operations Group, CITE, and CSE3. Assist Information Technology (IT) group with routine, non-IT purchases (anything except software and IT hardware). Execute all port orders, direct pays, budget transfers and journal entries promptly and accurately. Assume responsibility for communication and collaboration with outside vendors to seek information, obtain quotes, and follow up on order status and delivery tracking. Examples may be, but not all inclusive: checking on delivery or inquiring about late shipping, questions regarding prices not matching quote, etc.

• Serve as purchasing lead admin for all college requisitions requiring direct entry into PORT. Carry out all PORT requisitions and purchasing for Dean's office units. Collaborate with department admins on PORT requisitions for departments. Examples include (but not limited to) requisitions requiring the bid process, equipment purchases exceeding ProCard limits, or more complicated purchasing transactions. For all requisitions handled through PORT through PORT, ensure all invoices are entered in a timely manner to ensure on-time payments to vendors.

• Communicate regularly with administrative personnel on status of purchases. Serve as primary liaison with Materials Management to ensure requisition and sole source processes operate smoothly and promptly. Communicate with vendors/suppliers as needed for follow-up on all orders and requisitions, including (but not limited to) checking on delivery, inquiring about late shipments, asking questions to ensure billed amounts match quotes, etc. Communicate regularly with Materials Management, ProCard office, accounts payable to ensure purchase orders are accurate, deliveries are on time, and invoices are paid promptly and from the correct FOAP. Serve as receiving agents for all purchases made in the Dean's office, secure invoices, and ensure payment to vendors.

• Work with IT and Laboratory Operations (LabOps) groups to track projected costs and actual expenditures associated with extended warranties and lab equipment preventative maintenance (PM). Collaborate with IT and LabOps directors to ensure these expenses are paid in a timely way and using the appropriate FOAP.

Budget Management and Reporting: 50%

• Manage student fee account, transferring funds, tracking funds, monitoring spending by departments, requesting reports and creating reports

• Serve as the Port Approver for all purchases within the College. Approve all journal entries and serve as the Pro Card reconciler for the College.

• Manage all CET accounts, including budgets for all state operating funds, all of the college's ECU Foundation funds, GCRT funds, F&A funds, HERD reallocation funds, Education and Technology Fee funds, and CET Student Program Fee funds. Account/budget management includes tracking daily spending and encumbrances, analysis of budget data including expenditures by college unit and budget code; assist in creation of new accounts; general problem-solving and report creation (both monthly and upon request).

• Collaborate with dean and college leadership to determine annual budget allocations to all departments and units, including state operating funds and CET Student Program Fee funds. Initiate and track budget transfers to ensure accuracy. Assist in planning for any future budget cuts.

• Monitor all college and department accounts (FOAPs) each week, checking for negative balances and generating appropriate reports. Promptly collaborate with college, department, unit leadership and administrative staff to clear negative balances. Collaborate with department administrative staff to ensure unit budgets are tracked, managed, and reported accurately and promptly. Receive, review, and approve IDT/JV forms routed from departments via the college to Academic Affairs. Ensure that departments and units use appropriate financial accounting methods and follow monthly departmental review standards.

• Manage CET Student Program Fee account, transferring funds, tracking funds, monitoring spending by departments, requesting reports and creating reports.

• Reporting: On a biweekly basis or upon request, generate and provide budget reports on expenditures, encumbrances, and balances in appropriate format to supervisor, CET Dean, CET department chairs, CET IT Director, and CET Laboratory Director. Prepare the Monthly Review for college and department accounts. Solicit reports from department administrative staff to ensure their monthly departmental reviews are complete.

Department and Center Budget Support: 20%

• Centers: support the directors of CITE and CSE3 as needed by entering requisitions into PORT that can only be handled by this method.

• Centers: on a biweekly basis or as requested, generate budget reports on expenditures, encumbrances, and balances in appropriate format to supervisor and center directors.

• Centers: upon request, carry out general purchasing activities for center directors and principal investigators for grant-funded projects associated with centers.

• Departments: collaborate with and support department admins on PORT requisitions for departments.

• Collaborate with department administrative staff to ensure unit budgets are tracked, managed, and reported accurately and promptly. Receive, review, and approve IDT/JV forms routed from departments via the college to Academic Affairs. Ensure that departments and units use appropriate financial accounting methods and follow monthly departmental review standards.

• Monitor department accounts (FOAPs) each week, checking for negative balances; collaborate with department leadership and administrative staff to promptly clear negative balances. Monitor department/unit CET Student Program Fee accounts to track expenditures, encumbrances, and balances.

• Reporting: work with department administrative staff to prepare the Monthly Review for department accounts. Solicit reports from department administrative staff to ensure their monthly departmental reviews are complete.

• Upon request, in the event of staffing shortages, assist with general purchasing activities for departments.

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

Advanced proficiency in Excel & Financial management tools.

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 04/17/2024 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. 05/01/2024 Open Until Filled No Quick Link for Direct Access to Posting https://ecu.peopleadmin.com/postings/69209 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.