Business Operations Coordinator

University of Colorado•Denver, CO

19h•Hybrid

About The Position

The Business Operations Coordinator supports the department, including the chair, faculty, part-time lecturers and student workers. General tasks include Manage departmental budget processes; manage administrative functions for the department, such as HR processes for hiring lecturers and student workers, inputting bi-weekly payroll data; provide support services to department chair and faculty; maintain and update department website and other department communications; welcome and assist visitors to the department. Department Operations Under direction of the Chair, develop, disseminate and implement policies to guide faculty, staff and student employees in office, HR, Finance, and procurement processes; provide departmental training to faculty and staff regarding university policies and department procedures; develop and maintain department training materials and guides. Regularly meet with chair to provide updates regarding department operations; inform chair of issues affecting department operations and implement solutions recommended by the chair. Manage, maintain, and create content for department websites, social media sites, and newsletter and assist with one-off postings for courses and events. Department liaison to CLAS Dean’s Office and other university offices and programs (i.e. FCQ Office, Procurement, ISSS, Bursar’s Office, etc.). Assist graduate director and chair with admissions process and letters. Support department recruitment activities, including tabling with other departmental representatives at campus outreach events. Attend departmental faculty meetings as desired to present staff perspectives on issues facing the department, college, and campus. Provide department IT oversight and troubleshooting. Liaison with CLAS IT for technical assistance, computer setup and maintenance, ordering and updating equipment, etc. Under direction of the chair, oversee and manage course scheduling for the department, including managing updates and cancelling classes, catalog editing, checking enrollments, providing course feedback to the chair, and communicating changes to the CLAS Course and Curriculum Coordinator. Serve as work leader for student workers. Oversee condition of physical space in department, including reporting repairs (e.g., light bulbs replacement, computer issues), making sure posted materials are not out-of-date, public-use spaces are orderly. Personnel/Payroll Liaison Process contracts, calculate salaries and enter position information into HCM for lecturers, teaching assistants, research assistants, temp aides, and student assistants; Ensure appointments are accurate and entered by CLAS appointment deadlines so that employees are paid correctly and on time. Provide guidance to faculty, staff, and students regarding university policies/procedures and department guidelines related to student hiring (i.e. student retirement, payroll processes, work study, semester hiring deadlines, sponsored user and identity management processes, access to training). Disseminate university training policies and manage information collection from supervising faculty and employees to ensure required employee training is completed. Manage sick leave for department lecturers, student faculty, and student assistants. Verify (with supervisors) and enter bi-weekly payroll for student employees. Manage department onboarding of all new faculty and staff, including assisting new hires with getting access to required systems and IT, course setup in Canvas, campus ID and department access and keys, etc.). Work with the chair to identify problem areas regarding department hiring issues and partner with the CLAS HR team to devise solutions. Collaborate with the chair to identify and analyze patterns to make recommendations to change work processes and implement new policies to fit with changing growth of department. Manage lecturer job postings and ongoing searches in CU Careers and assist with other departmental search processes as needed. Responsibilities include screening applications, as well as communicating with applicants, managing interview processes, and dispositioning candidates. Manage student job postings in Handshake and hiring process for student assistant/work study positions. Manage biweekly time collection and payroll process for student and temporary employees. Analyze department methods for obtaining hiring information and figure out best methods to collect hiring data and implement CLAS hiring policies. Communicate with CLAS HR regarding college hiring policies and communicate department hiring information to them. Department Budget Management Under direction of the chair, analyze and project budget priorities based on department programmatic costs and outcomes information. Meet with chair to go over budget information. Based on information collected and department objectives determined by chair, set the departmental operating budget each year and allocate expenses, partnering with CLAS Finance team when needed. Track and manage additional department budgets (i.e. PT Instructional, ICR, Gift Fund, Computer Replacement, ICB, CU Succeed) and individual faculty budgets (i.e. Professional development, grant, awards, etc.). Provide quarterly reports to faculty on their individual budgets. Collaborate with the chair to identify budget concerns and problem areas and work with CLAS finance staff to transfer and reallocate funds to correct errors. Analyze budget information and create and distribute monthly budget reports to faculty and staff. Reconcile department budgets and line items monthly; prepare year end financials and reports for special projects annually and when projects end. Advise faculty and staff on requirements in maintenance and compliance of accounting and budgeting processes. Develop and update departmental finance policies and create financial resources for faculty and staff. Process and track payments using SPOs, Payment Vouchers, Non-Catalog Forms, etc. including payments to independent contractors, honorariums, and other goods and services not available through CU Marketplace.

Requirements

Bachelor’s degree in liberal arts and sciences, business, business administration, finance, accounting, education, social sciences, healthcare administration, public administration, communications, information systems, or a directly related field from an accredited institution.
1 year of professional level experience managing, administering, or coordinating department-level office & business operations, including HR/payroll processes and budget management.
A combination of education and related technical/paraprofessional experience may be substituted for the bachelor’s degree on a year for year basis.

Nice To Haves

Experience managing, tracking, analyzing, and reconciling budgets.
Experience with ISIS, SIS or similar student information system database.
Experience with CU Data or similar budgeting/data information systems.
Experience in website management (Drupal), major social media platforms (Instagram, etc.), and Canva.

Responsibilities

Manage departmental budget processes
Manage administrative functions for the department, such as HR processes for hiring lecturers and student workers, inputting bi-weekly payroll data
Provide support services to department chair and faculty
Maintain and update department website and other department communications
Welcome and assist visitors to the department
Develop, disseminate and implement policies to guide faculty, staff and student employees in office, HR, Finance, and procurement processes
Provide departmental training to faculty and staff regarding university policies and department procedures
Develop and maintain department training materials and guides
Regularly meet with chair to provide updates regarding department operations
Inform chair of issues affecting department operations and implement solutions recommended by the chair
Manage, maintain, and create content for department websites, social media sites, and newsletter and assist with one-off postings for courses and events
Serve as department liaison to CLAS Dean’s Office and other university offices and programs
Assist graduate director and chair with admissions process and letters
Support department recruitment activities
Attend departmental faculty meetings
Provide department IT oversight and troubleshooting
Oversee and manage course scheduling for the department
Serve as work leader for student workers
Oversee condition of physical space in department
Process contracts, calculate salaries and enter position information into HCM for lecturers, teaching assistants, research assistants, temp aides, and student assistants
Provide guidance to faculty, staff, and students regarding university policies/procedures and department guidelines related to student hiring
Disseminate university training policies and manage information collection from supervising faculty and employees
Manage sick leave for department lecturers, student faculty, and student assistants
Verify and enter bi-weekly payroll for student employees
Manage department onboarding of all new faculty and staff
Work with the chair to identify problem areas regarding department hiring issues and partner with the CLAS HR team to devise solutions
Collaborate with the chair to identify and analyze patterns to make recommendations to change work processes and implement new policies
Manage lecturer job postings and ongoing searches in CU Careers
Assist with other departmental search processes as needed
Manage student job postings in Handshake and hiring process for student assistant/work study positions
Manage biweekly time collection and payroll process for student and temporary employees
Analyze department methods for obtaining hiring information and figure out best methods to collect hiring data and implement CLAS hiring policies
Communicate with CLAS HR regarding college hiring policies and communicate department hiring information to them
Analyze and project budget priorities based on department programmatic costs and outcomes information
Set the departmental operating budget each year and allocate expenses
Track and manage additional department budgets and individual faculty budgets
Provide quarterly reports to faculty on their individual budgets
Collaborate with the chair to identify budget concerns and problem areas and work with CLAS finance staff to transfer and reallocate funds
Analyze budget information and create and distribute monthly budget reports to faculty and staff
Reconcile department budgets and line items monthly
Prepare year end financials and reports for special projects annually and when projects end
Advise faculty and staff on requirements in maintenance and compliance of accounting and budgeting processes
Develop and update departmental finance policies and create financial resources for faculty and staff
Process and track payments using SPOs, Payment Vouchers, Non-Catalog Forms, etc.