Business Coordinator, Engineering Business Center-North

The Engineering Business Center-North, within the College of Engineering at the University of Arizona, is seeking a detail-oriented and proactive Business Coordinator (Administrative Operations Professional I). This position is part of the business and administrative support team serving the following departments: Academic Affairs, Aerospace and Mechanical Engineering, Biomedical Engineering, Systems and Industrial Engineering, and Intelligence Operations Department.

The Business Coordinator will assist with business and finance operations, including managing purchase orders, reimbursements, P-Card purchases, and ensuring compliance with established policies and procedures. The role involves identifying issues, proposing solutions, and supporting process improvements to enhance efficiency and customer service.

The ideal candidate will work under general supervision and should have a foundational understanding of business and operational functions within a department or unit. Additionally, they will collaborate with the business office team to streamline processes and improve service delivery for the departments supported by the Business Center. This position reports to the Director of Finance and Administration and will work closely with them to support the financial and administrative functions of the center.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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Business Office Operations (provides financial support annually):

• Review complex purchase-related queries and issues and provide direction by leveraging an in-depth understanding of UA's financial policies and providing timely, accurate solutions to ensure adherence to procedural guidelines. Work with college leadership and the UA Financial Services Office to find solutions on unique purchase requests.
• Manage the reconciliation process for multiple departmental P-card transactions by gathering requisite supporting documentation and applying the appropriate account numbers and object codes in strict adherence to University of Arizona policies and financial guidelines. Ensure budgets are maintained and notify leadership of any discrepancies.
• Serve as a responsible P-card holder, ensuring strict compliance with university regulations and internal college policies governing P-card usage.
• Maintain comprehensive and accurate records of college P-card usage, ensuring the proper check-in and check-out processes for UA employees, in alignment with university and college protocols.
• Offer expert guidance and consultative support to P-card users, providing detailed instructions on permissible purchases to ensure full compliance with university purchasing standards and restrictions. Ensure use is compliance with any future audit requirements.
• Facilitate the preparation and processing of expense and travel reimbursements for students, staff, and faculty, meticulously following University of Arizona policy and ensuring all claims are accurate and appropriately documented.
• Maintain service center accounts and process internal billing for completed jobs consisting of charging grants, start-ups, and gift accounts.
• Assist the Director with accurately compiling the required service center data for the Rate Study process prior to submitting to the UA's Financial Services Rate Study team.
• Review, prepare and submit requisitions for purchase orders as requested by Faculty, Staff, or Students, ensuring all requisitions are accurately documented and compliant with institutional procurement policies. Provide solutions for complex and large purchases that may exceed guidelines.
• Respond promptly to inquiries from faculty, staff, students, and external agencies regarding finance and business operations, providing clear, precise information and ensuring full compliance with both department and university-wide policies. Work with the director on any high-level and complex requests.

Administrative Support:

• Maintain the Business Center website, ensuring content is current, accurate, and accessible to all relevant internal and external parties.
• Uphold the integrity of financial and administrative records through meticulous data entry, document management, and adherence to best practices in record-keeping.
• Assume responsibility for maintaining office supply inventory, including the proactive ordering, restocking, and ensuring the operational readiness of office equipment, while coordinating repairs or replacements as necessary.
• Oversee Operational Advances, including initiating requests, monitoring outstanding balances, and ensuring timely reconciliation.
• Provide administrative support to the business office team by contributing to process improvement initiatives and streamlining operational workflows to enhance customer service delivery and operational efficiency.
• Assist in the coordination and implementation of varied projects throughout the year. Provide regular updates to the finance director.
• Coordinate and execute additional duties and responsibilities as delegated by the departments or college and adapting to emerging needs while ensuring continuous support for the team's objectives.
• Assist in processing Other Professional Services (OPS) forms, ensuring accuracy and compliance with departmental and university policies.
• Maintain and update SharePoint sites and department web pages to ensure information is current, accessible, and aligned with organizational standards.
• Assist with maintaining Travel Authorization requests, including review, routing, tracking, and communication with travelers to ensure timely approvals.
• Serve as the primary point of contact for P-card-related inquiries and main greeter for the front office.

Knowledge, Skills, and Abilities

• Skills in being detailed oriented.
• Customer service skills.
• Skilled in Word, Excel, Google Sheets, Google Drive, and Microsoft Teams.
• Ability to work in a fast-paced environment.
• Ability to communicate effectively with all audiences.
• Ability to handle confidential and sensitive information.
• Ability to perform work with minimal supervision.
• Ability to multi-task several tasks at a time.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through experience required.
• 1 year of relevant work experience required.

• Strong, demonstrated experience with Word, Excel, Google Sheets, Google Drive, and Microsoft Teams.