Business Services Coordinator

Appalachian State University•Boone, NC

About The Position

The Office of Arts Engagement and Cultural Resources (OACP) encompasses two areas and two teams of staff: The Schaefer Center for the Performing Arts team administers year-round arts programming, including the Appalachian Arts Series, An Appalachian Summer Festival, and a comprehensive program of arts education programming (including the APPlause K-12 Performing Arts Series). The Turchin Center for the Visual Arts (TCVA) team administers year-round exhibition, education and outreach programming. Collectively, these programs encompass a variety of music, dance, theater, visual arts and film programming throughout the year. The office also manages both the Turchin Center and the Schaefer Center as venues for campus and community events. Key to the mission of these series is the university’s teaching mission and the goal of making high-quality arts programming accessible to all. Gifts from individual and corporate donors enable both areas to maintain standards of artistic excellence and to offer affordable access to their programs to a wide audience. The Business Services Coordinator works closely with the Director of Business Services and fulfills a variety of important financial functions for both the Turchin Center and Schaefer Center.

Requirements

Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

Nice To Haves

Exceptional oral and written communication skills and interpersonal abilities.
Strong organizational skills and attention to detail.
Professional experience/background in customer service, office management and administration.
Demonstrated ability to work at a high level with financial data and organization.

Responsibilities

Manage the recording, reconciliation, and coding of all transactions for the Office of Arts Engagement and Cultural Resources (Turchin Center, App Summer, Schaefer Center).
Oversee payment of invoices and processing of contracts (YoMart).
Generate invoices, journal entries, and contracts.
Manage travel requests, approvals, reconciliation, and submissions.
Reconcile monthly PCard and Foundation Card reports.
Make deposits.
Analyze spending and monitor budgets.
Complete cash and credit deposits, purchases, compliance requirements, donation processing, pcard receipt management, and monthly reconciliations.
Assist with payroll submission.
Manage artist payments for sale of artwork on display for Turchin Center.
Careful recording of all transactions, coding to appropriate funds and accounts, in both internal system and university system.
Ensure all financial record-keeping is audit-compliant.
Create and receive Fedex/UPS shipments for The Office of Arts Engagement and Cultural Resources.
Assist in the contracting process for all vendors that require terms, signatures, and contracts.
Interpret state and university-level policies and procedures for accurate implementation within the department.
Assist Schaefer programming and TCVA Curator to process artist payments.
Assist with Educational/Outreach events/programs, as needed.
Aid Director of Business Services with monthly and annual budget report preparation and budget writing.
Review purchases and payments for accuracy in coding, fund allocation, and efficient processing through the university system.
Aid the Director of Business in monitoring cash flow, compliance, and fund allocation.
Assist with performances and special events, as needed.
Generally contribute to successful, efficient office operations as needed.
Liaise between office and other departments on campus, including Payroll, HR, Student Employment, Business Systems, Facilities, and others as necessary.
Process monthly and semi-monthly payroll and maintain payroll records; send email reminders for payroll deadlines.
Process non-student temporary hiring/create job postings in AppState Jobs and maintain records of hiring proposals.
Submit work orders for administrative offices.
Generate departmental invoices and deposits.
Participate in Schaefer Center/Turchin Center for Visual Arts (TCVA) strategic planning process and weekly staff meetings.