Business Office Coordinator (Financial Administration Coordinator)
Indiana University

Job Info

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Department

ALUMNI RELATIONS (UA-ALUM-IUBLA)

Department Information

The Indiana University Alumni Association's (IUAA) mission is to activate and support the global alumni network of more than 750,000 IU graduates - encouraging alumni to grow a lifelong connection with Indiana University, and inspiring their ongoing generosity toward each other and the university.

As we pursue our mission, a core set of values guides our approach:

• Collaboration: We work together to achieve common goals.
• Commitment: We serve each other, our alumni and the university with professionalism and integrity.
• Inclusion: We work to create an inclusive culture that is committed to diversity, belonging, and equity.
• Pride: We share and celebrate the best of the past, present, and future of IU.

As we undertake our mission of activating and supporting the global alumni network, we have three priorities that guide our work. Each of these priorities is supported by strategies that direct our efforts in the years to come.

• Cultivate belonging: To ensure a welcoming, equitable, diverse, and inclusive community, we will challenge discrimination and our inherent biases.
• Deepen alumni loyalty: To build the alumni community, we will learn how alumni identify with IU and each other, and then offer relevant experiences that encourage stronger commitment.
• Strengthen alumni relations across IU: We will collaborate with IU stakeholders and support efforts to engage more deeply with their alumni audiences.

The IUAA activates IU's powerful global network through live and virtual events, volunteer opportunities, scholarship programs, compelling IU content, and seriously fun traditions. Additionally, the association develops and supports volunteer leadership, serves as a voice for alumni as the university evolves, and provides lifelong learning opportunities.

Job Summary

Department-Specific Responsibilities

• Enter deposits and bank adjustments into Financial Edge (IUAA's financial ledger) from various sources (Paypal, ACH, credit card transactions and checks).
• Create journal entries in Financial Edge.
• Process accounts receivable invoices, generate statements, and contact customers for aging invoices.
• Reconcile applicable accounts monthly.
• Process internal IU departmental transactions such as transfers of funds or internal billings in IU's Kuali Financial System (KFS).
• Prepare and upload documentation to OnBase (online filing system).
• Provide backup documentation for audit requests.
• Provide backup support for other accounting functions as needed.
• Request and facilitate facility operation requests and office supply orders.
• Provide customer service for:
  • Staff and volunteers regarding alumni business office processes, policies, transactions, and other inquiries
  • Staff and vendors regarding invoice inquiries
  • General IUAA inquiries at the DeVault Alumni Center welcome desk (backup support)
  • Specialty IU license plate holders or other alumni interested in IUAA affinity programs
  • Provide general administrative support for the Alumni Business Office:
• Supports the Executive Director of Finance, Director of Human Resources, and Senior Associate Director of Business Operations directly through calendar management, coordinating staff engagement activities, data requests, updating process documentation and training materials, and other projects as assigned.
• Approve requests for meetings rooms, IUAA vehicles, credit card machines, etc.
• Pick up mail from Post Office and sort mail for IUAA.

General Responsibilities

• Under moderate supervision, performs financial and administrative tasks related to processing financial or other administrative records.
• Processes documents into the university's central information systems (Travel, KFS, HRMS, etc.) and verifies that information is correct.
• Investigates and resolves discrepancies in financial documents.
• Maintains records of financial transactions, compiles data, and prepares reports.
• Verifies accuracy of adjustments to payroll including supplements and garnishments.
• Audits, coordinates, and processes payroll; verifies accuracy of payroll information.
• Confirms available accounts and ensures timely payments are made to payees.
• Responds to inquiries regarding financial and/or personnel policies and procedures.
• Serves as a liaison to department and/or other university divisions.
• May provide guidance to lower-level employees on their day-to-day work.

Qualifications

Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.

EDUCATION

Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• Associate's degree

WORK EXPERIENCE

Required

• 2 years of relevant experience

LICENSES AND CERTIFICATES

Preferred

• Possesses a valid drivers license with the ability to be insured by Indiana University

SKILLS

Required

• Proficient communication skills
• Maintains a high degree of professionalism
• Demonstrates time management and priority setting skills
• Demonstrates a high commitment to quality
• Possesses flexibility to work in a fast paced, dynamic environment
• Highly thorough and dependable
• General knowledge or demonstrated ability to learn basic functionality of IU systems (KFS, HRMS, SIS)
• Experience in managing and documenting workflows, processes, and/or data entry
• Basic understanding of technology
• Ability to use standard office equipment such as phone, fax, scanner, etc.
• Proficiency in computer systems, including standard Office software
• Basic accounting and financial skills; ability to reconcile accounts
• Demonstrates ability to apply concepts and policies to daily work functions
• Good oral and written communication skills
• Ability to clearly present material and make it accessible to a specific audience

Working Conditions / Demands

This role requires the ability to effectively communicate and to operate a computer and other standard office productivity equipment. The position involves sedentary work as well as periods of time moving around an office environment and the campus. The person in this role must be able to perform the essential functions with or without an accommodation.

Work Location

Virgil T. DeVault Alumni Center

1000 East 17th Street

Bloomington, Indiana 47408-1521

This position is eligible to work a hybrid schedule (mix between remote and in-person work), subject to change in the future based on university policy and business needs.

Advertised Salary

$39,000 - $41,371.20 per year

($18.75 - $19.89 per hour)

Benefits Overview

For full-time staff employees, Indiana University offers a wide array of benefits including:

• Multiple plan options for medical insurance
• Dental insurance
• Health Savings Account with generous IU contribution
• Life insurance, LTD, and AD&D options
• Base retirement plan contribution from IU, subject to vesting
• Additional supplemental retirement plan options
• Tuition benefit for IU classes
• 10 paid holidays per year
• Generous Paid Time Off
• Paid Parental Leave
• Employee Assistance Program (EAP)

Learn more about our benefits by reviewing our online Benefits Brochure.

Job Classification

Career Level: Intermediate

FLSA: Nonexempt

Job Function: Finance

Job Family: Financial Administration
Click here to learn more about Indiana University's Job Framework.

Posting Disclaimer

This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.

If you wish to include a cover letter, you may include it with your resume when uploading attachments.

Equal Employment Opportunity

Indiana University is an equal employment and affirmative action employer and a provider of ADA services. All qualified applicants will receive consideration for employment based on individual qualifications. Indiana University prohibits discrimination based on age, ethnicity, color, race, religion, sex, sexual orientation, gender identity or expression, genetic information, marital status, national origin, disability status or protected veteran status. Indiana University does not discriminate on the basis of sex in its educational programs and activities, including employment and admission, as required by Title IX. Questions or complaints regarding Title IX may be referred to the U.S. Department of Education Office for Civil Rights or the university Title IX Coordinator. See Indiana University's Notice of Non-Discrimination here which includes contact information.

Campus Safety and Security

The Annual Security and Fire Safety Report, containing policy statements, crime and fire statistics for all Indiana University campuses, is available online. You may also request a physical copy by emailing IU Public Safety at iups@iu.edu or by visiting IUPD.

Contact Us

Request Support
Telephone: 812-856-1234

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