Business Operations Coordinator

Job Summary/Basic Function:

Perform administrative and financial tasks to ensure the Admissions and New Student Programs Department is running efficiently and meets the expectations and needs of customers, campus partners, and staff. Under the direction of the Business Operations Manager and Executive Director assist with the management and administrative aspects and hold operational control of a range of projects.  May work on assignments related to project development and management initiatives, office supplies and infrastructure, internal operating procedures, and business processes and policies.

Please note, this position is not eligible for visa sponsorship. 

Department Overview:

About the Role:
In this key position you'll oversee the day to day operational functions of the Admissions and New Student Programs unit. You'll take part in projects in alignment with divisional and university practices, and ensure excellence in a broad spectrum of fiscal and operational tasks. This role offers the chance to directly and positively impact the critical functions of new student enrollment at Boise State University.

Why You’ll Love This Job:
Collaborative Team: Work with a team committed to innovate and create efficiencies
Dynamic Environment: Our work is fast-paced but we maintain a sense of humor
Professional Growth: Join a forward-thinking unit that’s committed to excellence in student services and supports employees in acquiring new skills and experiences

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 the Time, the Business Operations Coordinator will:

• Assist with prepayment of approved travel expenses and processing travel and expense reimbursement forms for the Admissions and New Student Programs team. Maintain and archive supporting documents and receipts related to travel.
• Maintain purchasing card (p-card) expense tracking and reconciliation for all p-cards in Admissions and New Student Programs. Organize and archive receipts for all p-card transactions by cardholder account.
• Initiate payment requests or p-card purchases for all departmental expenses for the Admissions and New Student Programs department.
• Make recommendations to the Business Operations Manager of any correcting entries,  internal payments, journal entries, or other financial or budgetary related items as needed.
• Ensure compliance with all University, Divisional, and Department policies and procedures.

35% of the Time, the Business Operations Coordinator will:

• Maintain an inventory of office supplies for both Admissions and New Student Programs; order and replenish supplies as needed.
• Place online orders for employee name tags, door signs, business cards, and large event signage, and other various departmental needs.
• Coordinate maintenance of office copiers for the department, and replenish supplies as needed.
• Maintain inventory of tagged assets and salvage/dispose of obsolete equipment and e-waste for the department.
• Place work orders for Facilities, Operations and Maintenance work in Admissions and New Student programs physical spaces.
• Assist with department special events and programs, including locating and reserving meeting or event space and placing catering orders as needed.
• Place parking requests with University Event Services for events and visitors on behalf of Admissions and New Student Programs.
• Participate in various unit and divisional events, trainings, and standing meetings.

5% of the Time, the Business Operations Coordinator will:

• Perform other duties as assigned

Knowledge, Skills, Abilities:

• Excellent oral and written communication skills
• Demonstrated ability to work well under pressure and with tight deadlines
• Ability to take on procedural learning to support a wide range of duties and tasks
• Ability to learn and adhere to business practices within the division and the university; understanding of compliance practices.
• Ability to problem solve with persistence.
• Comfort with using computer hardware and software to carry out responsibilities and communicate with colleagues. Ability to interact eff