Finance Coordinator-SAIL

Engineering a world of possibilities

The Student Activities, Involvement & Leadership Office (SAIL) serves as the main point of contact for all things related to Registered Student Organizations (RSOs), student leadership, campus programming, Undergraduate Student Government (USG), and Fraternity & Sorority Life. SAIL provides support and assistance to Mines students in a variety of ways through programming, trainings, and engagement opportunities. SAIL coordinates a range of programs and activities to serve the university’s student development and retention efforts. Additionally, the Associated Students Fee is distributed and reconciled through this department.

Under the general supervision of the SAIL Associate Director of Finance & Operations, the Finance Coordinator provides administrative support to the SAIL Office staff including but not limited to the Director, Associate Directors, Assistant Director, RSO Coordinator, and FSL Coordinator. The Finance Coordinator provides assistance and resources to all students and the campus community. The SAIL Finance Coordinator aids the Director and the Associate Director with reports, data compilation, and transactional activities such as reimbursements, purchase requisitions, contract submissions, invoice review and payment approvals, among others. This position serves as co-advisor to the Student Organizations Finance Committee and will oversee and be in frequent contact with all 180+ RSOs providing decisions regarding student travel and enforcing procedural processes. The Finance Coordinator will also manage the general administration of the office. Additionally, the position is responsible for various report extractions, accessing confidential records utilizing COGNOS, and providing overall office management. The Finance Coordinator may be required occasionally to work nights and/or weekends to support campus-wide programs such as Homecoming, E-Days, or other SAIL or Mines initiatives.

PRIMARY RESPONSIBILITIES

• Responsible for student travel coordination, travel budget approval, and enforcing and upholding Mines’ travel policies and procedures; the Coordinator decides appropriateness of travel arrangements and accommodations for student groups and determines when to grant alternate itineraries

  • Collect necessary documentation and information to create travel approvals and reports

  • Ensures Clery Act form submission compliance

  • Meets with student leaders and advisors to inform them of travel policy and regulations

• Administrative oversite over OreConnect platform used to manage all clubs and organizations, campus forms, and budgeting

• Responsible for CashNet procedures, developing pages, working with partnering offices to build sites, testing, and administration; create and update CashNet pages for student groups

• Advise and support the Student Organization Finance Committee (SOFC), a governing body responsible for funding and oversight of most student organizations on campus   

• Oversite over Vivenue and the SAIL portion of building ticketing pages and managing accounts

• Review purchase requests from student groups and oversee the process from start to finish, communicating regularly with partner departments

• Responsible for RSOs finance and processes trainings and enforcement of Mines and SAIL’s financial policy and procedure guidelines for organizations spending

• Pull data, create/write reports, and send reports to authorized individuals; responsible for submitting reports to accounting for tax liability assessment

• Reconciles deposits with RSOs budgets; creates deposits for student organizations and the SAIL office daily

• Supervise student staff assistants assigned to financial responsibilities, approve student timesheets, and submit student contracts

• Support all technology functions within SAIL, including digital signage, SAIL website, and Banner software interactions

• Responsible for branded merchandise orders for RSOs as well as the SAIL office and well versed in campus branding policy and approvals

• Provides support to the RSO Coordinator and Associate Director of Finance & Operations for all RSO related activity

• Support the RSO Coordinator with SAIL Front Desk oversite

 

Additional responsibilities

• Support SAIL professional staff as needed in their financial and administrative responsibilities

• Departmental event scheduling and support

• Performs other duties as assigned

 

Minimum Qualifications

Education and Experience:

• Bachelor's Degree in