Student Engagement Specialist-Budget & Operations

$62,901 - $78,626/Yr

Anne Arundel Community College

Full-time

Educational Services

About the position

The Student Engagement Specialist for Budget and Operations at Anne Arundel Community College plays a crucial role in managing and supporting the financial aspects of student engagement initiatives. This position is responsible for overseeing student allocation budgets, which total approximately $750,000, and serves as a vital link between the Office of Student Engagement and the Business and Financial Resources Office. The specialist will coordinate the approval process for funding requests from student clubs and organizations, ensuring that all financial activities align with institutional policies and procedures. In addition to budget management, the specialist will provide training and support to student leaders and advisors, helping them navigate the complexities of fiscal management. This includes facilitating workshops and private meetings to address budgeting concerns and purchase requests. The role also involves maintaining accurate financial records, preparing budget transfers, and generating reports to assist in monthly budget projections. The specialist will utilize various software systems, including Colleague, Unimarket, and the Nest, to manage financial transactions and ensure the smooth operation of student engagement activities. The Student Engagement Specialist will also be responsible for administrative support to the Director of Student Engagement, which includes processing expense reports, tuition waivers, and maintaining records of professional development expenditures. The position requires a proactive approach to problem-solving and the ability to communicate effectively with a diverse range of stakeholders, including students, faculty, staff, and external vendors. Overall, this role is essential for fostering a vibrant student engagement environment through effective budget management and operational support.

Responsibilities

• Monitor available funds for all student allocation and related accounts ($750,000).
• Maintain account records and prepare budget transfers as needed in Colleague, Unimarket, and the Nest.
• Generate and interpret reports to assist with developing monthly budget projections in collaboration with the Business and Financial Resources Office.
• Monitor and maintain tracking system for renewals (aquarium, NEST, MD Science Center, licensing agreements, etc.) and oversee purchasing of necessary office supplies.
• Communicate with the business office to ensure accuracy of accounts.
• Manage purchasing process for all object codes within student allocation accounts and Office of Student Engagement.
• Establish requisitions, receive the product/service, and process invoices for payment.
• Track and manage payment of all office licenses, memberships, and subscriptions.
• In collaboration with the OSE Specialist for Leadership and Involvement, review and process all student clubs/orgs-related budget and purchase requests.
• Initiate and reconcile club and office event purchases using a procurement card.
• Act as a liaison between the Director of Student Engagement, other departments, and external vendors.
• Serve as the primary fiscal manager in the student engagement platform (The Nest).
• Establish student organization budgets in the Nest and enter transactions and deposits to keep available funds current.
• Process requisitions, purchase requests, and payments for all student club funds.
• Assist students through workshops, private meetings, and training to address problems that may arise due to purchase requests and budgeting concerns.
• Evaluate and suggest improvements in the Nest and its processes on an ongoing basis.
• In collaboration with the OSE Leadership and Involvement Specialist, host annual training of student leaders and faculty/staff advisors on budget policies and procedures, purchase request procedures, and general operating procedures consistent with college policies and regulations and the Student Club and Organization Handbook.
• Ensure that all OSE Directory Information remains current online and in person.
• Arrange travel, transportation, and lodging for student club/org members and director as needed.
• Reconcile monthly procurement card expense statements as submitted.
• Provide administrative support to the director, acting as a delegate for the generation and submission of expense reports.
• Process tuition waivers, stipends, and reimbursement forms for applicable staff and students and maintain records of professional development expenditures for student allocation accounts.
• Perform research concerning the origin of correspondence, especially invoices, and provide information and background to the Director as needed or as requested.

Requirements

• Bachelor's degree or higher.
• At least three (3) years of progressively responsible experience in budgeting, accounting, payroll, purchasing, or personnel work.
• Ability to interpret and apply institutional accounting guidelines and procedures.
• Excellent analytical and organizational skills, time management abilities, and communication skills (both oral and written).
• Demonstrated proficiency in composition, editing, proofreading, punctuation, and grammar skills.
• Ability to handle multiple and sometimes competing priorities and provide excellent outcomes within the required time frame.
• Demonstrated organizational skills, including prioritizing workloads and developing efficient workflow systems.
• Ability to instruct, direct, assist, guide, and share information with technical and non-technical personnel.
• Ability to deal tactfully and effectively with students, faculty, staff, governmental agencies, vendors, and the public.
• Advanced proficiency with Word, Excel, and PowerPoint is required.
• Knowledge of Colleague and the NEST is also required.
• Ability to work independently with minimal supervision and pay close attention to details, deadlines, and accuracy.

Nice-to-haves

• Experience using Unimarket or a similar eProcurement system preferred, Chrome River or a similar expense reporting system.
• Experience using Colleague, Nest, or other student engagement platforms.
• Bachelor's degree in business administration, Accounting, Finance, Student Services, and Student Affairs.
• Experience working in a post-secondary institution or community college setting.