Business Operations Coordinator

Title: Business Operations Coordinator

Division: Finance and Administration

Department: Business Office

FLSA Status: Exempt

Salary Range: $44,000/Annual Salary

EEO Job Group: 5 E6

Position Summary

The University of Southern Indiana is accepting applications for Business Operations Coordinator.

Responsible for a broad range of accounting and business tasks to coordinate various shared services among University Business Office units, monitoring financial activities, recording financial transactions and compliance with all applicable legal and institutional requirements.

Duties/Responsibilities 

• Monitor outstanding payments and notify recipients of unclaimed balances monthly. Validate requests for stop payments and replacement payments. Coordinate cancellation of payments with bank, voiding of payments in Banner Finance system, and reissuance of disbursements.
  
  
• Administer escheatment process. Perform monthly and annual unclaimed property liability account reconciliations. Prepare and send due diligence letters for unclaimed property as required. Create annual unclaimed property report and remit balances to Indiana Attorney Generals Unclaimed Property Division.
  
  
• Maintain and monitor checklist of external deadlines to ensure compliance with tax regulations, grant requirements and other financial reporting obligations.
  
  
• Coordinate creation of vendors in payment portal to facilitate ACH enrollment. Identify vendors that can be paid by ACH and promote enrollment in program.
  
  
• Prepare journal entries and create select accounts receivable invoices, ensuring all back-up documents are complete.
  
  
• Monitor unreconciled p-card transactions, ensuring receipts and required information are received by stated due dates.
  
  
• Communicate with cardholders, proxies and financial managers for prompt resolution of non-compliant transactions.
  
  
• Review monthly reports from expense monitoring partner. Analyze discrepancies, patterns, and trends in transaction data.
  
  
• Investigate and resolve exceptions. Ensure compliance with cardholder agreements and University policies and procedures. Consult with cardholders and financial managers to resolve discrepancies.
  
  
• Monitor open travel encumbrances. Communicate with employees and financial managers to facilitate timely reconciliation of outstanding trip expenses.
  
  
• Support Bursar’s Office customer service operations during peak periods.
  
  
• Analyze accounting activity to identify transactions which may create tax obligations. Obtain recipient information for prizes, awards, gifts, employee clothing or other taxable transactions when reporting is required. Collaborate with departments and financial managers to promote compliance with applicable tax regulations. Provide information to Manager of Accounts Payable or Manager of Payroll as necessary to satisfy University tax filing obligations.
  
  
• Identify subrecipients subject to single audit and obtain audit reports from them as required by Uniform Guidance 2 CFR Part 200. Verify receipt of most recent audit reports quarterly. Review reports for findings that potentially relate to USI subawards and provide quarterly updates to Assistant Vice President for Finance and Administration.
  
  
• Coordinate certification of faculty and staff effort on grants as required by Uniform Guidance 2 CFR Part 200. Communicate timelines and expectations. Distribute effort reports and monitor effort report completion. Identify and report exceptions to University Budgeting.
  
  
• Assist employees, students, and guests with questions about the travel expense reconciliation process, how to complete travel reimbursement forms, eligibility of expenses, and documentation requirements. Identify, investigate, and resolve problems related to travel payments.
  
  
• Assist cardholders, proxies and financial managers with questions about procurement card systems and processes.
  
  
• Manage University Business Office supply inventory. Monitor inventory levels and budget availability. Coordinate acquisition of all supplies, services and equipment for University Business Office operations.
  
  
• Other duties as assigned.

Required Knowledge and Skills

• Bachelor's degree in accounting, business or related field or seven years of directly related experience.
  
  
• Strong interpersonal skills including written and verbal communication.
  
  
• Strong problem-solving skills with the ability to ide