Administrative Coordinator

Barry University•Pembroke Pines, FL

13d•Onsite

About The Position

This position is responsible for the Administrative and Office support for the EMS Academy (EMT, Paramedic, Fire, and EMA). This position is responsible for managing the unit’s invoicing and cost center. The position also is responsible for managing, coordinating, and scheduling all class offerings offered in the Hazards Programs, as well as registering students and assisting faculty and the Program Director in all necessary tasks for the hazard’s programs, including the unit budget and financial analysis of the unit. Manages and coordinates plans operations for the department/division which may include managerial reporting, budget support and process improvement. Monitors and reports on monthly budget variances to improve performance making recommendations to senior management. Oversees approval, payment and reports of expenditures. Monitors contractual obligations and ensures consistency with departmental budget and programmatic in. Evaluates existing internal controls and approval for compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures. Assist with start of term processes, classroom signs, memos, syllabi copies, faculty packets, JB Learning Manage the data input including the request and creation of class offerings in the Colleague student system Coordinate processes with various units: cashier's office, registrar, financial aid, and admissions Assist in overall budget management and serves as the budget preparer for the area Manage the operational relationships with the building landlord regarding all maintenance requests Reviews and distributes curriculum, syllabi, and faculty packets relative to the programs, including High School EMS program Processes all ordering of Fire/EMT supplies necessary for students in the Hazards programs Processes all payments (purchase orders, rent, insurances, maintenance, governmental charges, etc.) in accordance with the approved budget Manages the input, request and application and registration for class offering through the Salesforce and Colleague systems Assists with the documentation setting forth the necessary elements of procedures, policy, rules, and regulations necessary for the site’s efficient operation , as well as DOE compliance Manage budget and perform monthly cost and productivity analysis Submit budget revision requests needed Coordinate reports for disbursements and informative reports for management’s reviews Presenting recommendations for changes and/or improvements, as well as monetary control Facilitating/Assisting Division Director with future enrollment projections to determine budgeted revenue Develop proposed budget proposal for the expenses the department will incur as a whole Monitoring enrollments and revenue received compared to budget vs. previous year(s) Provides data when needed for decisions regarding elimination of positions, reduction of contracts and approval of rationale for new positions Serve as liaison between departments; Registrar, Human Resources, AP and Legal department Greet visitors (prospects, applicants, students, faculty, staff, and the public) in a courteous and professional manner Schedule and coordinate meetings, events, interviews, appointments Professionally answer telephone(s), take messages, and respond to caller’s inquiries within 24 hours Respond to email requests in a timely manner Provide a variety of information to assist visitors/callers while helping to solve their problems and answer their questions in the most efficient manner Assist Program Director in contacting students who stopped out of the program. Contact enrolled students when class(es) will not be in session due to unforeseen circumstances Serve as liaison with University Administrators Provide students with documentation such as registration confirmations Tracks and monitors American Express charges and approves and verifies all AE transactions assigned to Division of Academic Affairs. Ensure each transition charged to an American Express P-Card is in compliance with University policy/procedure. Reviewing each transaction to individual departmental object codes and individual unit codes Ensure all credits and refunds are processed accordingly via an Expense Report on Workday Initiating and reviewing the process of all Requisitions, Purchase Orders, and Supplier Contracts via Workday for reimbursement and/or payment of expenses Responsible for maintaining data entry integrity. Oversee the quality control procedures and projects. Continuously revise student records, prospect and applicant’s information, Division of Academic Affairs Information. Review various issues affecting student’s records and billing information accuracies in department. Oversees supply line budgets along with processing of contracts for service agreements Coordinating with the University Purchasing Department, Legal Department and Facilities Management Receiving services rendered and /or agreement fulfillment, ensuring proper payment is processed Preparing requisitions for special orders as needed Preparing Open Purchase Orders for frequently ordered materials and supplies E-Receiving of items as received Monitoring supply line funds to avoid overspending Reconciliation and Payment of Academic Partnership invoices with collaboration of school cost center manager Allocating cost of supplies to appropriate unit codes (Division of Academic Affairs, Extended Learning & EMS/Fire) Provide a variety of information to assist visitors/callers while helping to solve their problems and answer their questions in the most efficient manner Advise and guide visitors (prospects, applicants, students, faculty, staff and the public) in a courteous and professional manner Schedule and coordinate meetings, events, interviews, and appointments Responds to emails in a timely manner Assist Program Director and Coordinator (s) in contacting students who stopped the program Contact enrolled students when class(es) will not be in session due to unforeseen circumstances Provide students with documentation such as registration confirmation Review all student applications Conduct student intake Provide applicants with application, admission and program requirements.

Requirements

High School Diploma required.
3-5 years previous administrative support experience.
Ability to critically think through presenting issues and provide appropriate referrals and responses.
Ability to plan and organize major student and faculty events and manage administrative projects independently.
Maintain a well organized work area, receive customers, professional maintenance of records, excellent use of computers.
Ability to communicate clearly, provide concise instructions, and send error free emails and documents, and other correspondence to constituents.
The ability to maintain a courteous, appropriate and professional demeanor is required.
Strong budgeting and financial management skills.

Nice To Haves

Bachelor's degree preferred.

Responsibilities

Manage the unit’s invoicing and cost center.
Manage, coordinate, and schedule all class offerings offered in the Hazards Programs.
Register students and assist faculty and the Program Director in all necessary tasks for the hazard’s programs, including the unit budget and financial analysis of the unit.
Manage and coordinate plans operations for the department/division which may include managerial reporting, budget support and process improvement.
Monitor and report on monthly budget variances to improve performance making recommendations to senior management.
Oversee approval, payment and reports of expenditures.
Monitor contractual obligations and ensure consistency with departmental budget and programmatic in.
Evaluate existing internal controls and approval for compliance with University policies and procedures.
Ensure employees are trained on controls within the function and on University policy and procedures.
Assist with start of term processes, classroom signs, memos, syllabi copies, faculty packets, JB Learning.
Manage the data input including the request and creation of class offerings in the Colleague student system.
Coordinate processes with various units: cashier's office, registrar, financial aid, and admissions.
Assist in overall budget management and serve as the budget preparer for the area.
Manage the operational relationships with the building landlord regarding all maintenance requests.
Review and distribute curriculum, syllabi, and faculty packets relative to the programs, including High School EMS program.
Process all ordering of Fire/EMT supplies necessary for students in the Hazards programs.
Process all payments (purchase orders, rent, insurances, maintenance, governmental charges, etc.) in accordance with the approved budget.
Manage the input, request and application and registration for class offering through the Salesforce and Colleague systems.
Assist with the documentation setting forth the necessary elements of procedures, policy, rules, and regulations necessary for the site’s efficient operation , as well as DOE compliance.
Manage budget and perform monthly cost and productivity analysis.
Submit budget revision requests needed.
Coordinate reports for disbursements and informative reports for management’s reviews.
Present recommendations for changes and/or improvements, as well as monetary control.
Facilitate/Assist Division Director with future enrollment projections to determine budgeted revenue.
Develop proposed budget proposal for the expenses the department will incur as a whole.
Monitor enrollments and revenue received compared to budget vs. previous year(s).
Provide data when needed for decisions regarding elimination of positions, reduction of contracts and approval of rationale for new positions.
Serve as liaison between departments; Registrar, Human Resources, AP and Legal department.
Greet visitors (prospects, applicants, students, faculty, staff, and the public) in a courteous and professional manner.
Schedule and coordinate meetings, events, interviews, appointments.
Professionally answer telephone(s), take messages, and respond to caller’s inquiries within 24 hours.
Respond to email requests in a timely manner.
Provide a variety of information to assist visitors/callers while helping to solve their problems and answer their questions in the most efficient manner.
Assist Program Director in contacting students who stopped out of the program.
Contact enrolled students when class(es) will not be in session due to unforeseen circumstances.
Serve as liaison with University Administrators.
Provide students with documentation such as registration confirmations.
Track and monitor American Express charges and approve and verify all AE transactions assigned to Division of Academic Affairs.
Ensure each transition charged to an American Express P-Card is in compliance with University policy/procedure.
Review each transaction to individual departmental object codes and individual unit codes.
Ensure all credits and refunds are processed accordingly via an Expense Report on Workday.
Initiate and review the process of all Requisitions, Purchase Orders, and Supplier Contracts via Workday for reimbursement and/or payment of expenses.
Maintain data entry integrity.
Oversee the quality control procedures and projects.
Continuously revise student records, prospect and applicant’s information, Division of Academic Affairs Information.
Review various issues affecting student’s records and billing information accuracies in department.
Oversee supply line budgets along with processing of contracts for service agreements.
Coordinate with the University Purchasing Department, Legal Department and Facilities Management.
Receive services rendered and /or agreement fulfillment, ensuring proper payment is processed.
Prepare requisitions for special orders as needed.
Prepare Open Purchase Orders for frequently ordered materials and supplies.
E-Receive items as received.
Monitor supply line funds to avoid overspending.
Reconcile and pay Academic Partnership invoices with collaboration of school cost center manager.
Allocate cost of supplies to appropriate unit codes (Division of Academic Affairs, Extended Learning & EMS/Fire).
Advise and guide visitors (prospects, applicants, students, faculty, staff and the public) in a courteous and professional manner.
Review all student applications.
Conduct student intake.
Provide applicants with application, admission and program requirements.