Business Coordinator, Engineering Business Center-North

The Engineering Business Center-North, within the College of Engineering at the University of Arizona, is seeking a detail-oriented and proactive Business Coordinator (Administrative Operations Professional I). This position is part of the business and administrative support team serving five departments: Academic Affairs, Aerospace and Mechanical Engineering, Biomedical Engineering, Intelligence Operations and Systems and Industrial Engineering.

The Business Coordinator will assist with business and finance operations, including managing purchase orders, reimbursements, P-Card purchases, and ensuring compliance with established policies and procedures. The role involves identifying issues, proposing solutions, and supporting process improvements to enhance efficiency and customer service.

The ideal candidate will work under general supervision and should have a foundational understanding of business and operational functions within a department or unit. Additionally, they will collaborate with the business office team to streamline processes and improve service delivery for the departments supported by the Business Center. This position reports to the Director of Finance and Administration and will work closely with them to support the financial and administrative functions of the center.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Business
Office Operations (provides financial support annually):

• Review complex purchase-related
  queries and issues and provide direction by leveraging an in-depth
  understanding of UA's financial policies and providing timely, accurate
  solutions to ensure adherence to procedural guidelines. Work with college
  leadership and the UA Financial Services Office to find solutions on
  unique purchase requests.
• Manage the reconciliation process
  for multiple departmental P-card transactions by gathering requisite
  supporting documentation and applying the appropriate account numbers and
  object codes in strict adherence to University of Arizona policies and
  financial guidelines. Ensure budgets are maintained and notify leadership
  of any discrepancies.
• Serve as a responsible P-card
  holder, ensuring strict compliance with university regulations and
  internal college policies governing P-card usage.
• Maintain comprehensive and
  accurate records of college P-card usage, ensuring the proper check-in and
  check-out processes for UA employees, in alignment with university and
  college protocols.
• Offer expert guidance and
  consultative support to P-card users, providing detailed instructions on
  permissible purchases to ensure full compliance with university purchasing
  standards and restrictions. Ensure use is compliance with any future audit
  requirements.
• Facilitate the preparation and
  processing of expense and travel reimbursements for students, staff, and
  faculty, meticulously following University of Arizona policy and ensuring
  all claims are accurate and appropriately documented.
• Maintain service center accounts
  and process internal billing for completed jobs consisting of charging
  grants, start-ups, and gift accounts.
• Assist the Director with
  accurately compiling the required service center data for the Rate Study
  process prior to submitting to the UA's Financial Services Rate Study
  team.
• Review, prepare and submit
  requisitions for purchase orders as requested by Faculty, Staff, or
  Students, ensuring all requisitions are accurately documented and
  compliant with institutional procurement policies. Provide solutions for
  complex and large purchases that may exceed guidelines.
• Respond promptly to inquiries
  from faculty, staff, students, and external agencies regarding finance and
  business operations, providing clear, precise information and ensuring
  full compliance with both department and university-wide policies. Work
  with the director on any high-level and complex requests.

Administrative
Support:

• Deliver comprehensive financial reporting to the select college Student Clubs(~10 clubs). This includes the preparation and analyzation of detailed monthly Income and Expense reports and offer support and assistance as required to ensure accurate financial management.
• Uphold the integrity of financial
  and administrative records through meticulous data entry, document
  management, and adherence to best practices in record-keeping.
• Assume responsibility for
  maintaining office supply inventory, including the proactive ordering,
  restocking, and ensuring the operational readiness of office equipment,
  while coordinating repairs or replacements as necessary.
• Oversee Operational Advances,
  including initiating requests, monitoring outstanding balances, and
  ensuring timely reconciliation.
• Provide administrative support to
  the business office team by contributing to process improvement
  initiatives and streamlining operational workflows to enhance customer
  service delivery and operational efficiency.
• Assist in the coordination and
  implementation of varied projects throughout the year. Provide regular
  updates to the finance director.
• Coordinate and execute additional
  duties and responsibilities as delegated by the departments or college and
  adapting to emerging needs while ensuring continuous support for the
  team's objectives.
• Assist in processing Other
  Professional Services (OPS) forms, ensuring accuracy and compliance with
  departmental and university policies.
• Maintain and update SharePoint
  sites and department web pages to ensure information is current,
  accessible, and aligned with organizational standards.
• Assist with maintaining Travel
  Authorization requests, including review, routing, tracking, and
  communication with travelers to ensure timely approvals.
• Serve as the primary point of
  contact for P-card-related inquiries and main greeter for the front
  office.

Knowledge,
Skills, and Abilities

• Skills in being detailed
  oriented.
• Customer service skills.
• Skilled in Word, Excel,
  Google Sheets, Google Drive, and Microsoft Teams.
• Ability to work in a fast-paced
  environment.
• Ability to communicate
  effectively with all audiences.
• Ability to handle confidential
  and sensitive information.
• Ability to perform work with
  minimal supervision.
• Ability to multi-task several
  tasks at a time.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent
  advanced learning attained through experience required.
• 1 year of relevant work
  experience required.

• Demonstrated strong experience with Word, Excel, Google Sheets, Google Drive, and Microsoft Teams.