Business Affairs Coordinator

Georgia State University•Atlanta, GA

1d•Onsite

About The Position

The Housing Department at Georgia State University is seeking a Business Affairs Coordinator to join their growing team. This role is essential for ensuring timely payments of invoices, travel vouchers, reimbursements, and purchase orders. The coordinator will also enter and track maintenance, custodial, and construction projects, processing a high volume of transactions within the university's purchasing system. This position is crucial for maintaining compliance with State of Georgia and Georgia State University expenditure guidelines and policies. The role involves working with University Facilities Management Business staff on capital project accounts, facilitating contract routing, assisting with staff recruitment, and reconciling accounts with the General Ledger.

Requirements

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

Responsibilities

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.
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.
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.