Business Affairs Coordinator

Business Affairs Coordinator

Housing Department

Georgia State University

These are exciting times at the Housing Department. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do, but because it makes us a stronger team.

The Housing Department is seeking (1) Business Affairs Coordinator to join the already awesome team taking them to the next level of excellence!

Business Affairs Coordinators perform many essential tasks to ensure timely payments of invoices, travel vouchers, reimbursement, and purchase orders payable to vendors and staff. The University Housing Facilities Business Affairs Coordinator will enter and track maintenance, custodial and construction projects, including purchase order entries, receipts, invoice entry, etc. This position will process thousands of transactions within the Georgia University purchasing system which total millions annually. The Facilities Business Affairs Coordinator is essential to ensuring the department accounts payables comply with the State of Georgia and Georgia State University expenditures guidelines and policy. They will work with University Facilities Management Business staff in setting up, monitoring and maintaining capital project accounts. This position will assist Housing Facilities Operations with (1) Facilitating contract routing forms from University Housing to purchasing and legal, through completion; (2) assist the HR coordinator with staff recruitment with electronic hire forms for temporary and student staff; and (3) reconcile accounts with General Ledger.

WHAT MAKES Housing A GREAT PLACE?

* A flexible work environment

* Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

* A knowledge-sharing organization that works collaboratively with diverse partners.

* Professional development opportunity and mentorship

* A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

Administrative
* Monitor the financial status of on-going maintenance and capital projects so that invoices are tracked and paid on completed phases, and reports issued to project managers.
* Assist with annual budget planning and development.
* Coordinate the submission of P-Card reports to Purchasing. Review reports with appropriate signatures and supporting documents. Maintain appropriate records of p-card reports.
* Facilitate contract routing forms from University Housing to purchasing and legal, through completion with final signature.
* Make daily deposits with University Cashier and Foundation
* Order supplies for departmental units as requested and in consultation with unit supervisors.
* Timely Process the payments of invoices, travel vouchers, reimbursement, and purchase orders. Contact vendors for invoices and supporting documentation.
* Research past-due invoices or billing statements.
* Verify the availability of funds for purchase orders and invoices.
* Process and monitor quotes for orders and receipt payments. Coordinate deliveries with responsible leadership.
* Coordinate and maintain electronic copies of files on vendor files, and department records for contracts and expenditures.
* Reconcile accounts with General Ledger.
* Ensure the office equipment is maintained.
* Coordinate the copier maintenance, replacement, and supplies and provide an accurate recording of maintenance records. In addition, maintain up-to-date records for serial numbers and yearly purchase orders.

Training and Compliance
* Assist with the development and training of staff to ensure that all staff are compliance with purchasing policy and procedures.
* Monitor Housing's compliance with applicable laws, policies, and procedures. Advise staff of purchasing and business services regulations and procedures.

Staff Recruitment
* Assist with HR paperwork and payment processing. Complete and approve hire forms or termination forms for temporary and student staff new hires
* Conduct interviews
* Contact candidates to set up interviews and references and perform reference checks

Minimum Hiring Qualifications:

Bachelor's degree and two years of business management experience; or a combination of education and related experience.

To be fully considered for this position all candidates at the time of submission must provide the following documents:
- A complete and accurate GSU application
- Resume
- Cover letter