Business Operations Coordinator

Job description

The Business Operations Coordinator is responsible for recommending, implementing and administering the business functions of Westerly Education Center including consumable tracking, ordering of consumables, budget tracking, grant oversight, and processing personnel actions. Responsible for all business functions of Westerly Education Center including accounts receivable, accounts payable, accounting, grants and fiscal budgets.

Essential duties

  • Participate in planning sessions with the Executive Director of Westerly Education Center to prepare budgets for inclusion in the OPC budget.
  • Develop and implement the budget and accounting system.
  • Prepare financial reports for the Executive Director, including financial analysis and projections of operations.
  • Track budgets vs. expenditures and encumbrances for all accounts, including general revenue funds, grants and contracts.
  • Maintain all financial records, personnel records etc., for all funding sources.
  • Maintain prospective and retrospective records of all service contracts, inventories and routine purchases.
  • Prepare contracts for various services, e.g., equipment leases and service agreements.
  • Assist Executive Director with the development and implementation of the reporting structure for evaluation and comparison to goals and objectives.
  • Ensure that financial policies and procedures of the institution that is hosting the financial activity in its accounting system are adhered to, including adherence to general accepted accounting principles. Recommend for implementation to the Executive Director financial policies and procedures specific to the WEC if required.
  • Monitor, oversee, and prepare contracts for various services, e.g., equipment leases and service agreements.
  • Maintain various fiscal/administrative databases.
  • Assist in maintaining equipment and facilities through either contractual means or coordination with building contractual arrangements in coordination with other employees.
  • Oversee the reconciliation of college budgets and accounts including PCards with WEC’s financial records, and compare allocation and overhead funds and expenditures against approved budgets on a monthly basis.
  • Provide support to and liaise with staff with prescribed federal, state, and institutional policies and procedures, including adherence to best practices accounting principles.
  • Train, assist, and support area coordinators, principal investigators, support staff and others in business functions. Supervise designated professional and administrative support staff and student workers with budget, financial, personnel, and purchasing responsibilities.
  • Will be required to assist members of the public, students, and prospective students in a customer service capacity.
  • Process requisitions, purchase orders and journal entries for Office of the Postsecondary Commissioner, Westerly Education Center, and RI Nursing Education Center.
  • Work with Office of the Postsecondary Commissioner, Westerly Education Center and State of RI purchasing staff to post bids for various services and goods to be procured by agency.
  • Manage, track and coordinate grants procured by Office of Postsecondary Commissioner and Westerly Education Center. OPC/WEC acts as the fiscal agent on more than 25 RealJobsRI grants with the RI Department of Labor, SNAP E&T grant program, US Department of Labor Apprenticeship grant, and various other monies granted by donors.
  • Manage relationships with workforce training partners.
  • Assist students in grant-funded workforce trainings with enrollment and services.
  • Assist in managing the daily operations of Westerly Education Center.

LICENSES, TOOLS, AND EQUIPMENT: Personal computers, printers, word processing, database management, and spreadsheet software.

Required Qualifications:

  • A bachelor’s degree in business or related field; and at least 5 years of experience in a business management function that provides evidence of substantial quantitative knowledge and skills in business management and budgeting.
  • Demonstrated knowledge of budget processes and analysis
  • Demonstrated computer expertise with word processing, spreadsheets, databases, and web-based systems such as PeopleSoft
  • Ability to produce clear and concise reports
  • Excellent communication and interpersonal skills
  • Demonstrated ability to handle details accurately and to plan, communicate, and oversee work on a variety of fiscal projects
  • Demonstrated ability to organize and synthesize complex data, to undertake new initiatives, and to work in an environment with complex policies and procedures
  • Ability to work independently and effectively
  • Critical thinking to troubleshoot and solve complex financial inquiries
  • Must be able to interpret institutional policies, plans, objectives, rules, and regulations and to communicate the interpretation to subordinates and others
  • Experience in a university, college, government institution or similar setting is preferred.

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