Budget and Operations Coordinator

$50,000 - $55,000/Yr

Seattle University - Seattle, WA

Full-time - Entry Level

Seattle, WA

Educational Services

About the position

The Budget and Operations Coordinator at Seattle University plays a crucial role in supporting the University Advancement Office by coordinating budget and operations processes, services, and programs. This position is designed for individuals who are committed to fostering an equitable and inclusive work environment, aligning with the university's mission and values. The coordinator will work collaboratively with advancement colleagues and campus partners to provide timely and relevant budgeting, billing, and operational support. This role requires a strong understanding of budget management and operational support, as well as excellent customer service skills and a creative problem-solving approach. In this position, the coordinator will be responsible for various bookkeeping functions, including accounts payable and receivable, revenue projections, journal entries, and account reconciliations. The role also involves managing team operations functions such as hiring support, employee engagement, and supply inventory management. The coordinator will be expected to suggest opportunities for improving team and project protocols, ensuring that all operations are efficient and compliant with university policies and regulations. The Budget and Operations Coordinator will report to the Assistant Vice President of University Events & Advancement Marketing and will be involved in budget coordination, operations coordination, and continuous improvement initiatives. This position is essential for maintaining the financial health of the University Advancement Office and supporting its mission to create an anti-racist environment that celebrates diversity and inclusion.

Responsibilities

• Support the AVP, Director of Advancement Marketing, and Sr. Director for University Events in annual budget preparation.
• Manage assigned budgets, reviewing and reconciling monthly budget reports between the department and Seattle University general ledger.
• Submit and track reimbursements and vendor payments for assigned cost centers.
• Create and provide statistical reports as needed for department management.
• Manage Accounts Payable for University Events, including preparation of invoices and journal entries.
• Prepare Purchase Requisitions and follow through with material receipt and invoicing.
• Manage Accounts Receivable for University Events, including preparation of invoices and collection of funds from clients.
• Instruct and oversee staff on the collection of deposits from residence desk operations during summer months.
• Track and record customer reservations and deposits made through online registration programs.
• Reconcile revenue accounts monthly and update financial records as necessary.
• Oversee the creation of financial documents including invoices, statements, and budget reports.
• Support team appreciation and celebration activities to build morale.
• Coordinate hiring and interviewing processes for full-time staff and student positions.
• Manage new staff onboarding checklists and technology-related onboarding tasks.
• Serve as a point of contact for teams to resolve data management issues.
• Act as lead liaison with the university counsel office to submit contracts for review.
• Track, monitor, and purchase event- and marketing-specific supplies inventory.

Requirements

• Associate's degree and two or more years of progressively responsible bookkeeping or budget management experience.
• Strong interpersonal and communication skills with the ability to work with a wide range of constituents.
• Exemplary attention to detail and ability to prioritize and organize activities in a fast-paced environment.
• Ability to work well under pressure and take initiative.
• Experience with office management, human resources, or team operations support.
• Proficiency in Adobe Acrobat Professional and Microsoft Office Software: Word, Excel, Outlook, and Windows.
• Experience with procurement and budget tracking systems.

Nice-to-haves

• Work experience in higher education and/or nonprofit or public sector organizations.
• Experience in special event production in support of donor engagement and stewardship.
• Ability to work flexible hours, including occasional evenings and weekends.
• Proven track record of high-level communications with a diverse range of clients.

Benefits

• Choose from three different medical plans, dental, and vision insurance programs.
• Life, short & long-term disability coverage.
• Up to a 10% employer contribution for retirement benefits.
• 100% paid tuition benefits for the employee and dependents.
• Subsidized transportation benefit.
• Wellness program with free access to an onsite fitness facility.
• Generous holiday schedule, including a paid holiday break closure in December, vacation, and paid sick leave.