Job Information
Connecticut College Business Services Coordinator in New London, Connecticut
Business Services Coordinator Bookmark this Posting Print Preview | Apply for this Job
Position Details
Position Information
Position Title Business Services Coordinator
Department Facilities Management Admin -Group
Pay Type Non Exempt
Appointment Type (A) Continuing Full-Time
Hours Per Week 37.5
Number of weeks 52 weeks per year
other - # of weeks 52
Benefits Eligible Full Benefits
Geographical Regional
Qualifies for Relocation Reimbursement No
Work Schedule
Job Description
General Scope of Duties
Coordinate and supervise financial activities for the Facilities Management department ($5.7 million annual operating budget, additional cash flow for capital projects funded by gifts or debt). Activities include tracking contract expenditures, accounts payable and receivable, coordinating procurement card issue resolution, and managing the department’s petty cash fund. Review utility invoices prior to payment and coordinate utility usage invoicing to third parties. Manage the biweekly payroll process for the department. Administer the business operations of the College’s faculty/staff housing program. Manage vehicle, computing hardware and copier information.
General Duties and Responsibilities
Coordinate the Facilities Management process for managing the department’s vendor contracts (25-30 annually), including: ensuring that the College’s contract requirements are met, assigning project number if necessary, account number to be charged, total budget allocated, description and scope of contract. Verify invoice charges and process for payment. Track status of invoices to ensure payment in a timely manner. Maintain status reports and prepare archival information.
Coordinate with Procurement Supervisor to ensure that purchase orders are prepared per College policy and properly coded with the complex requirements of Facilities Management budgets; track for reversal when processing for payment. Provide management with routine and special reports using existing management information tools. This includes creating reports and analyzing the data necessary to meet management needs.
Supervise the payment of all Facilities Management invoices including confirmation of receipt, verification of pricing, reconciliation with purchase order information, charging appropriate Banner FOAPALs, and keeping appropriate detailed records. Volume: over 4,000 invoices annually, charging over 4,000 unique FOAPALs. Expedite priority invoices for payment to ensure the College’s good credit rating.
Manage the department’s biweekly payroll process: review electronic timeclock activity and time away from work entries, ensure that entries conform to College and departmental policies and processes. Follow up with supervisors and managers as necessary to clarify entries and/or correct errors. Approve entries electronically per the College schedule and as directed.
Prepare supplemental utility rates to be charged to occupants of the College’s faculty/staff housing program. Process annual rental charges for department sponsored staff housing units. Coordinate with Property and Facilities Coordinator regarding financial aspects of the faculty/staff housing program.
Serve as College representative to Connecticut DMV for the College’s fleet of registered vehicles. Maintain vehicle records including copies of title, registration, insurance, emissions testing results, accidents, etc. Set up and maintain vehicle information in TMA work order system for the registered vehicles and the additional unregistered vehicles (such as bobcats, grounds equipment, etc.). Coordinate with and supply information to the finance dept. for vehicle insurance purposes. Process invoices for payments for all vehicles and grounds equipment. Coordinate the disposal of vehicles (sale or junk) along with the Material Control Supervisor.
Serve as College representative to local utilities coordinating service and billing. Coordinate with Utility Manager to verify usage of electricity, water, and fossil fuels. Process utility invoices for payment with appropriate account allocations. Process billing to third parties for utility usage.
Coordinate insurance claim activity information flow between the department and the College’s insurance coordinator.
Interact with vendors, supervisors and accounting department to resolve questions and problems.
Analyze administrative and operational systems and policies, procedures, and practices for improved efficiency, productivity, and customer satisfaction.
Back-up for other Facilities Management administrative positions.
Education and Skills
Associate degree and 3 to 5 years of accounting or bookkeeping experience using financial software, OR equivalent combination of education and experience
Strong written and verbal communication skills
Strong analytical skills
Must be detail oriented
Well-organized, able to work under pressure
Ability to interact well with a variety of people from all areas of the college and community
Demonstrated knowledge of database and spreadsheet technology, including the ability to develop reports from scratch.
Knowledge of general office equipment
High integrity needed to handle confidential information
Preferred Qualifications
Physical Demands
Driving Required No
Salary Range $24.61
Covid Vaccine Information
Effective June 8, Connecticut College will no longer mandate the COVID -19 vaccine or boosters. The College strongly recommends that all students and employees be vaccinated and remain updated with their COVID -19 boosters
Applicant Credentialing Thorough applicant credentialing will be conducted on the selected candidate which will include criminal records check, DMV check and depending on the position psychological exam and pre-placement physical.
Posting Detail Information
Open Date 07/01/2024
Applications accepted through 07/13/2024
Open Until Filled No
Documents needed to Apply
Required Documents
Resume
Cover Letter
Optional Documents
Supplemental Questions
Required fields are indicated with an asterisk (*).
What is the highest level of education attained?
GED
High School Diploma
Associates Degree
Bachelors Degree
Masters Degree
PHD
How many years of experience do you have in this type of position?
0-1
1-3
3-5
5-7
7+
Are you eligible to work in the U.S.?
Yes
No