Financial Operations Senior Coordinator

$50,149 - $50,149/Yr

Ohio State University - Columbus, OH

Full-time - Mid Level

Columbus, OH

Educational Services

About the position

The Financial Operations Senior Coordinator position at The Ohio State University is a vital role within the CFAES Office of Advancement, focusing on fiscal and administrative support. Under the direction of the CFAES Director of Campaign and Advancement Operations, this position is responsible for managing the department's financial operations, including the initiation, processing, and documentation of all departmental spending. This encompasses day-to-day expenses, event costs, and special project expenditures. The coordinator will serve as the department's Pcard manager, ensuring compliance with university policies and acting as a liaison with the fiscal service center and vendors regarding bid waivers, contracts, and vendor approvals. As the senior fiscal representative, the coordinator will provide guidance and training to team members on the use of Workday, the university's financial management system. In addition to financial management, the coordinator will handle travel arrangements for staff, ensuring adherence to university travel policies and training new employees on travel processes. The role also involves managing checks, donations, and deposits, requiring interaction with Development Officers to confirm donor intent and appropriate gift funds. The coordinator will maintain essential departmental documents, including organizational charts and staff lists, and will oversee the physical inventory of supplies and promotional items. Furthermore, the coordinator will manage capital and non-capital assets, ensuring accurate tracking and reporting, and will assist in onboarding new staff members by coordinating IT setups and training. The position requires strong organizational skills and the ability to manage multiple tasks effectively. The coordinator will also be responsible for scheduling meetings, including Gift Fund Review meetings, and will initiate and process Gift in Kind submissions, ensuring all necessary documentation is completed accurately. This role is integral to the success of the CFAES Office of Advancement, contributing to a culture of inclusivity and collaboration while upholding the university's core values of excellence, diversity, and integrity.

Responsibilities

• Initiate, process, and document all spending for the department including day to day work, events, and special project expenses.
• Serve as department Pcard manager and act as a liaison with the fiscal service center and vendors on bid waivers, contracts/addendums, and new vendor approvals.
• Provide ongoing guidance and training to team members on the use of Workday.
• Conduct a review of daily workflow, follow up on outstanding or difficult items, and problem solve as necessary.
• Initiate and process travel for all staff, ensuring compliance with travel rules and policies, and train new staff on travel processes.
• Complete the travel cycle with necessary expense reports and reimbursements.
• Serve as the primary point person for checks, donations, and deposits sent to the office/college.
• Search for constituent and fund information and collaborate with Development Officer staff on donor intent before selecting appropriate gift funds.
• Maintain office organizational charts, departmental staff lists, and email distribution lists.
• Serve as department brass key manager and facility liaison with FOD and Riverwatch, initiating facility requests as needed.
• Oversee organization and physical inventory of supplies and promotional items in storage.
• Manage Capital/Non-Capital Assets for the team, tracking and reporting asset lists and submitting surplus and disposal requests as needed.
• Coordinate onboarding for new staff, working with managers and administrative staff to ensure successful integration.
• Schedule bi-yearly Gift Fund Review meetings and attend meetings to support gift management work.
• Initiate and process accurate Gift in Kind (GIK) submissions, gathering necessary information and documentation for processing.

Requirements

• 2 years of related experience.
• Knowledge of or experience with university policies and procedures.
• Knowledge of university financial systems and policies, including Workday.
• Administrative or general office experience.
• Experience with CFAES business processes.
• Experience working in Advancement.
• Knowledge of TAS and Fundview.

Nice-to-haves

• Experience with financial management in a university setting.
• Familiarity with donor management systems and fundraising processes.

Benefits

• Comprehensive medical, dental, and vision insurance.
• Tuition assistance for employees and their dependents.
• State or alternative retirement options with competitive employer contributions.