Job Description - Coordinator, Student Life Business
Description View created on 11/01/2014

Coordinator, Student Life Business

FLSA Status: Non-Exempt
Pay Grade: 15
Job Title ID: 123008
Job Series/Job Family: Student Support & Success Series / Student Life Family

Reports To

DIrector, Student Life

Job Purpose

To coordinate and manage the financial aspects of the Office of Student Life and serve as the financial and policy expert for the Department providing financial reporting, analysis forecasting, procurement and fiscal controls.

Description of Duties and Tasks

Essential duties and responsibilities include the following. Other duties may be assigned.

  1. Monitors, researches, tracks details, resolves discrepancies, and reports on invoices, purchase card transactions, advertisement sales and sponsor billing and payments, accuracy of account activity, fees, and other departmental transaction activity.

  2. Conducts business processes and procedures workshops and trains staff and students in transaction processes and procedures in compliance with college rules and regulations.

  3. Develops and implements reliable methods and processes ensuring transactions are properly validated, approved, recorded in a timely fashion, and include required original documentation.  Ensures accurate and complete data is entered into transaction application systems.  Audits transactions for accuracy and compliance.

  4. Creates and maintains a check and balance system to be used for transparency for all expenditures, processing of financial transactions, balancing budgets and accounts, requiring staff and student understanding and compliance with related regulatory requirements and college practices, procedures and policies. 

  5. Provides thorough explanation and justification for each transaction, and resolves any questions that arise concerning a transaction prior to forwarding to the budget authority for review and approval.

  6. Coordinates Student Life department business processes and transactions ensuring timely processing and compliance with related practices, processes, procedures and policies.  Ensures the integrity of the financial data and that adequate financial controls exist within and among operating units and functions. 
  7. Uses student affairs communication system to review for accuracy and compliance budget proposals, event purchase requests and shopping lists, club expenditure proposals, and other budget request forms.  Reviews event/activity planning related to expenditures and cost/revenue justifications.  Meets with appropriate staff and/or students to discuss and resolve issues related to expenditure requests. 
  8. Negotiates and reviews all vendor purchase and subscription contracts in compliance with college policies and procedures.

  9. Compiles data and reports, creates reliable, reviewable, and secure audit trails.  Prepares and presents clear and concise monthly and quarterly budget, account, and financial reports.  Identifies revenue/expenditure trends and any areas of concern. Prepares reports and provides presentations to Student Activity Fee Advisory Committee regarding status of budgets and proposed expenditures.
  10. Ensures all new accounts, funds linkages, transfers and requests are appropriate and properly validated, approved, and documented, and reviews each transaction to ensure that all staff and/or students involved have fulfilled their responsibilities.  Halts the event, transaction, purchase, or contract when the correct procedures are not followed.  Provides explanation and follow-up to students and staff when correct procedures are not followed and must be corrected.
  11. Reviews contracts between the College and performing artists and vendors.  Works with appropriate College departments to conduct risk assessments, verify payment eligibility and provide operational and financial oversight of expenses related to performing artists and vendors.

Knowledge

Must possess required knowledge and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Skills

Must possess required skills and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

Required

Computer Skills

Required

Physical Requirements

Work Experience

Required

Preferred

Education

Required

Other

     Preferred

Safety