Business Operations Coordinator

Job no: 493089
Work type: Non-Classified/Professional
Location: Boise, ID
Categories: Administration and Business Operations

About Us:Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/boise-and-beyond/. Boise State University is committed to increasing the diversity of its faculty, staff, students, and academic program offerings and to strengthening sensitivity to diversity throughout the institution. Boise State University is an affirmative action/equal opportunity employer, and members of historically underrepresented groups are especially encouraged to apply. We are a welcoming campus that supports diversity and inclusion.Job Summary/Basic Function:

This position manages day-to-day activities to ensure the department is running efficiently and meets the expectations and needs of customers and staff. Assists with the management/administrative aspects and has operational control of a range of projects. May work on assignments related to project development and management initiatives, internal operating procedures, business processes and policies.

Level Scope:

Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self development. Requires theoretical knowledge through specific education and training.

Essential Functions:

60% of Time the Business Operations Coordinator must:
● Responsible for various processes and liaison with other units such as Human Resources, research support, financials, data management and communication
● Directs customer service and support functions. Assists in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans. May lead efforts to recruit new employees with the goal of attracting and retaining qualified individuals. Manages quality assurance programs.
● Serves as liaison to other team members, including interacting with managers of different areas of the organization, presenting findings to stakeholders and higher management as well as training and supervising new employees and tracking and measuring staff performance.

● Academic Coordination - Provides support and coordination for department academic processes including:
○ Course Scheduling - Works with Department Chair and Deans office to develop predictive models for course offerings and staffing for courses. Works with faculty to schedule courses in PeopleSoft in accordance with university policies.
○ Program Admissions - Assist Graduate Coordinators with organization and preparation of application materials for review; provides administrative support to graduate programs. Manages inquiries to the fully-online UX-PRO program and provides concierge service to fully-online students to facilitate admissions, orientation, certificate declaration and hand-off to advisor.
○ Liaises with the COAS Dean’s office, BroncoShop, COAS advising office, and other departments for management of budgets, textbook orders, advising processes, coordination of course schedule, and event planning.
○ Creates reports and analyzes data in areas of enrollment management, accreditation, program review, or assessment utilizing various software including PeopleSoft, Data Warehouse, Faculty 180, and the course evaluation system.
○ Implements and recommends operating methods to improve data entry, processing, distribution, flow, and quality control. Promote data accessibility through reports and shared drives.
○ Serve as department advising coordinator and student club support.
○ Represent the department at faculty, college, and university meetings as needed: sits on professional staff committees.
○ Training and supervising new student/non-student employees and tracking and measuring staff performance.

● Business/Financial Coordination - Serve as department business manager for department accounts (appropriated, local, grants).
○ Approves and reconciles department P-Card and WEX fuel cards.
○ Submits budget transfers, corrections/payroll corrections in accordance with university policies.
○ Grants – assists faculty in developing and administering budgets
○ Completes and monitors all hiring paperwork (EAF, Letters of Appointment) for department faculty, temporary employees, graduate and undergraduate students.
○ Assist faculty, students, and guest lecturers with travel and expense paperwork as well as travel arrangements.
● Communications Coordination
○ Design, create, and draft newsletters, brochures, and promotional materials for departmental programs and events. Typeset and proof department publications including: Idaho Archaeologist, journal of the Idaho Archaeological Society and Archaeology and Anthropology publications.
○ Maintain department and ancillary websites ensuring content is up to date and meets university brand standards and WCAG Accessibility guidelines.
○ Assist with department social media presence.
○ Coordinates the Idaho Archeological Society conference.
○ Assist with grant writing; copy editing, and proofreading.

Knowledge, Skills, Abilities:

● Ability to multitask and delegate
● Excellent oral and written communication skills
● Demonstrated ability to work well under pressure and with tight deadlines
● Ability to perform a wide range of duties and tasks
● Ability to interact effectively as a member of a team and work collaboratively with faculty and staff

Minimum Qualifications:

Bachelor's degree or equivalent experience

Preferred Qualifications:

Salary and Benefits:

Salary commensurate with experience. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://hrs.boisestate.edu/benefits/.

Required Application Materials:

Cover letter
Resume

Advertised: September 15, 2020
Applications close: September 22, 2020