Business Office Services Coordinator

Hawaii Pacific University•Honolulu, HI

61d•$17 - $20•Onsite

About The Position

This position is a member of the HPU Business Office team reporting to the Controller and Associate Vice President. Located at the Student Services Center (5A Waterfront Plaza), the Service Coordinator is responsible for managing front-desk operations, including greeting visitors, assisting students and families, processing student payments, handling incoming departmental payments, distributing checks and p-cards, and responding to inquiries related to student accounts and University disbursements. As the primary customer service-facing representative of the Business Office, the role requires strong interpersonal skills, excellent attendance and punctuality, attention to detail, and the ability to coordinate with multiple departments to ensure smooth daily operations as well as the ability to serve as a professional representative of the Controller and their direct reports to all stakeholders. Key outcomes of this position include: ensuring consistent availability and responsiveness to the University community for all Business Office functions, and maintaining a high standard of service to students, families, and campus partners through in-person, phone, email, and other communication channels.

Requirements

High school diploma or equivalent.
At least 2 years of experience in customer-facing roles such as cashiering, administrative support, or front-desk operations.
Experience using Microsoft Office Suite (Excel, Word, Outlook, Teams).
Experience with accuracy in handling financial transactions and sensitive data.
Strong verbal and written communication skills.
Basic math and calculation skills.
Candidates must be legally authorized to work in the United States. Visa sponsorship and relocation allowance is not available for this position.
Report to work obligations to support the department and may require work during HPU's winter break, if necessary.
This position may be considered an essential position with report to work obligations depending on the type of emergency, campus closure, or evacuation.
Must meet training and background check qualifications and comply with the Protection of Minors policy.
Able to work all regular shifts and occasional extended hours in-person, on-site at the assigned location.
Ability to work independently and manage multiple tasks in a fast-paced, service-oriented environment.

Nice To Haves

Associate or bachelor's degree in business administration, accounting, or a related field.
Experience in higher education or financial services, particularly in student billing or accounts payable/receivable.
Familiarity with ERP systems such as Ellucian Banner, PeopleSoft, SAP, or Oracle, especially for payment processing or recordkeeping.
Demonstrated ability to manage multiple inquiries while maintaining professionalism and accuracy.
Strong problem-solving skills and a proactive approach to customer service.

Responsibilities

Serve as the primary in-person contact for the Business Office at the Student Services Center.
Staff the front desk, ensuring consistent availability and support for students, families, faculty, and staff.
Help internal and external customers via email, phone, and/or in-person on items related to Student Accounts, Accounts Payable, and other areas related to the Business Office.
Provide courteous and accurate assistance on student accounts, billing, payment options, disbursement services, payroll checks, purchasing cards, and reimbursements.
Direct complex or specialized inquiries to the appropriate department (e.g., Financial Aid, Registrar, Human Resources, Business Office) or other expert party.
Maintain exemplary professionalism and confidentiality in all communications and interactions.
Ensure the availability of all supplies and resources needed to staff the front desk.
Follow up on outstanding inquiries proactively to ensure thorough and complete resolutions.
Use "warm transfers" consistently, whether referring students, families, and staff via email, phone, or in-person.
Process incoming payments and monetary deposits following University cash handling policies and assist the Student Accounts Manager with related administrative tasks.
Conduct in-person disbursement activities and assist the Accounts Payable Manager with related administrative tasks.
Receive and release purchasing cards (p-cards) from Bank of America.
Print, prepare, and distribute all disbursement checks, including payroll, accounts payable, and reimbursement checks, maintaining security over all check stock and held items.
Perform scheduled and ad hoc check runs, including postage, mailing, and pickup coordination.
Securely maintain and release checks held for pick up.
Sort and distribute all US and interoffice mail to the Business Office staff promptly.
Date stamp and distribute mail to other departments for approvals or sort for payment.
Scan incoming documents for electronic filing and distribution via email.
Print, organize, and file documents and maintain an organized filing system for area overseen.
Order supplies for the office, including for the postal machine, and ensure ink levels are maintained and that postage is loaded/refilled.
Assist Student Services Center leadership during peak traffic to manage in-person foot traffic.
Provide general customer service for inquiries outside of the Business Office's immediate area of supervision, including the Registrar, Financial Aid, International Students, and more.
Maintain a general knowledge of the operations and activities of the University to support a variety of inquiries.
Help in designing and implementing activities and initiatives to enhance student and employee connectedness.
Work extended hours during peak season, supported by other members of the Business Office. Ensure coverage of the front desk during black-out periods during the first week(s) of each semester. Overtime-eligible.
Actively participates as an effective member of team by completing assigned duties, accepting additional assignments or reassignments.
Assists with seasonal peaks.
Maintain documentation and procedures for assigned work area.
Participate in university student-facing activities such as preview day, orientation, and online pre-orientation activities (Ohana Check-Ins) as directed.
Assist Business Office management with special projects or other duties as assigned.
Uphold University policies and ensure an exemplary level of service consistent with the mission and values of HPU.