Job Details

Budget and Operations Coordinator

FLSA Status: Nonexempt

Months Per Year: 12

Employment Status: Full-Time

Work Model: Hybrid Eligible*

Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.

Position Description

The University Advancement Office is committed to creating an anti-racist environment that addresses and works to eliminate inequities and all forms of oppression, while celebrating different cultures.

We are looking for like-minded team members from diverse backgrounds who demonstrate knowledge and understanding of the complex issues surrounding implicit bias, and other systemic oppressions, as well as a commitment to the university’s mission, vision, and values, with the goal of developing an equitable and inclusive work environment.

Position Description
As a key colleague with the teams that plan and produce university engagements and advancement marketing and communication, the Budget and Operations Coordinator coordinates budget and operations processes, services, and programs. Working collaboratively and independently, the Budget and Operations Coordinator engages with advancement colleagues and campus partners to provide timely and relevant budgeting, billing, and team operational support in alignment with the mission of University Advancement and Seattle University.

Position Summary:
Reporting to the Assistant Vice President of University Events & Advancement Marketing, the Budget and Operations Coordinator is responsible for budget management and bookkeeping functions including but not limited to: accounts payable and receivable, deposits, revenue projections/revenue tracking, journal entries, account reconciliations. The position also reconciles conference residence halls front desk operation financials in summer months. The Budget and Operations Coordinator leads team operations functions such as hiring manager support, employee engagement, and managing supply inventory. Supporting a culture of continuous improvement, the Budget and Operations Coordinator suggests opportunities for greater effective and/or efficient team and project protocols and procedures.

The Budget and Operations Coordinator will demonstrate excellent customer service qualities, be mission-centered, have an open, creative problem-solving approach, strong relationship-building skills, and a strong understanding of and experience with building and supporting diverse and inclusive teams. Strong working knowledge of budget management and operational support is necessary. The position requires a collaborative, resourceful and strategic thinker.

Essential Job Functions:

The Budget and Operations Coordinator will work with the University Events and Advancement Marketing teams to manage and support the forthcoming tasks and projects as follows.

Budget Coordination (65%)

• Support the AVP, Director of Advancement Marketing and Sr. Director for University Events in annual budget preparation. In partnership with the University Advancement Director of Finance and Operations, manage assigned budgets (University Events, Conferences, Event Operations, Pass-Through): review and reconcile monthly budget reports between the department and Seattle University general ledger; provide historical data and projections for budget development; oversee all financial recordkeeping and reconciliations.
• Submit and track reimbursements and vendor payments for assigned cost centers.
• Create and provide statistical reports as needed for the department management.
• Manage Accounts Payable for University Events (UE), including preparation of invoices for authorization, coordinating with UE staff to ascertain whether UE funds or a campus department’s funds will be paying, preparation of journal entries to move funds within the university accounting environment, and tracking which expenses will require client reimbursement.
• Prepare Purchase Requisitions when needed and follow process through material receipt and invoicing.
• Manages Accounts Receivable for University Events, including preparation of invoices to send to programs, collection of funds from clients (deposits and payments), distribution of funds into deposit or revenue accounts, regular reconciliation of revenue accounts, and running ageing reports, tracking payments, and following up with delinquent customers.
• Instruct and oversee UE staff on the collection of deposits from residence desk operations during periods when UE manages them (summer months), and review deposits for accuracy, ensuring appropriate records are kept. Perform account distributions and recordkeeping for revenues.
• Track and record customer reservations and deposits made through online registration programs and perform account distribution and recordkeeping for these funds.
• Reconcile revenue accounts monthly in academic year and weekly (or more frequent intervals as necessary) in summer months to ensure funds are appropriately distributed. Update and reconcile financial records as well as individual program and conference or event participant records.
• Oversee the creation of financial documents as needed, including invoices, statements, payments, deposits and budget reports.
• Throughout all budget operations, the Budget and Operations Coordinator ensures consistency, quality, efficiency, excellent customer service, and compliance with government regulations and tax laws, as well as University policies and procedures.

Operations Coordination (30%)

• Working closely with department leadership, channels feedback, questions, and concerns to team, vendors and campus partners.
• Supports team appreciation and celebration activities including reserving space and making arrangements for team members to regularly engage with one another, celebrate individual and team successes, and build morale.
• In coordination with the University Advancement Director of Finance and Operations, support hiring and interviewing processes for full time staff and student positions, including but not limited to scheduling candidates and colleagues for phone, zoom, or in-person interviews, updating interview panel questions and rubrics, and collecting and compiling feedback.
• Manage new staff onboarding checklists, ensuring new team members are welcomed and onboarded in a consistent and equitable manner. Coordinate all technology-related onboarding tasks for new staff including, but not limited to setting up computers or workstations, requesting access to public folders, T: drive files, adding accounts, printing access, VPN setup, campus card and access, etc.
• Work with the Mailing Services office to support team mailing or delivery needs.
• Administration support for short- and long-term special projects assigned to support University Advancement departments as needed.
• Serve as a point of contact for teams that report to the AVP to resolve data management issues. Work with OIT to resolve technology-related issues including computer set-up, equipment refresh, program installations, etc.
• Act as lead liaison with the university counsel office to submit contracts for review and submission.
• Track, monitor and purchase event- and marketing-specific supplies inventory.
• Assist with equipment procurement used for campus activities and events.
• Oversee the organization and stocking of the advancement events storage closet.

Marginal Functions:

Continual Improvement (5%)

• Assist with setting metrics and measuring performance of University Events with Key Performance Indicators and providing yearly summary reports on performance.
• Assist in the development and/or revision of policies/procedures/guidelines and associated documents related to University Events and Advancement Marketing, with special attention to budget processes and operations.
• Assist in establishing short- and long-term UE and Advancement Marketing goals and objectives; set priorities and ensure established work standards and procedures comply with operational guidelines. Act as the subject matter expert for all team financial issues; investigate discrepancies and take corrective action as necessary for resolution.
• Provide training each year to new student team members in appropriate cash handling and budget recordkeeping.
• Support a team culture that is collaborative and inclusionary with a continuous improvement mindset.

Qualifications

• Associate’s degree and two or more years of progressively responsible bookkeeping or budget management experience or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job.
• Strong interpersonal and communication skills (both telephone and in person) with ability to work successfully with a wide range of constituents while maintaining a professional composure under stressful situations.
• Exemplary attention to detail. Must be able to prioritize and organize activities to accomplish multiple tasks in a fast-paced work environment.
• Ability to work well under pressure with demonstrated ability to proactively anticipate next steps, take initiative, exercise discretion, and apply sound judgment.
• 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.
• Ability to operate creatively, strategically, and consciously in a dynamic, intercultural organization with many communication considerations rooted in culture and tradition.
• All candidates must show a demonstrated commitment to diversity and the university’s mission, vision, and values.

Preferred Qualifications:

• Inspired to work in alignment with the university’s mission and values.
• Work experience in higher education and/or nonprofit or public sector organizations.
• Possess the ability to work flexible hours, including occasional evenings and weekends; physically able to work long hours at a steady pace.
• Experience in special event production in support of donor engagement and stewardship, fundraising, or marketing/sales.
• Experience supporting higher education advancement efforts.
• Proven track record of high-level communications with a diverse range of clients, attention to detail and policy enforcement.
• A successful candidate will have work experience that demonstrates their ability to work independently and collaboratively given guidelines and priorities.

University Advancement is committed to developing an equitable and inclusive culture that fosters a sense of belonging for all.

Application Instructions

Please attach a cover letter with your resume when applying. Job postings are open until filled, unless otherwise specified. 

Compensation at a Glance:

Salary Range: $50,000 - $55,000

Seattle University has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, and not based on a candidate’s gender or any other protected status.

Your total compensation goes beyond the number on your paycheck. Seattle University provides generous leave, health plans, and retirement contributions that add to your total compensation package.

Benefits at a Glance:

Consistent with its fundamental Jesuit values, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental, and vision insurance programs. Protect your income with life, short & long-term disability coverage. Plan for your future with up to a 10% employer contribution for retirement benefits, comprised of a 5% nonelective employer contribution and an additional dollar-for-dollar match of your voluntary contributions up to a maximum of 5%. You may also take advantage of 100% paid tuition benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with free access to an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Holiday break closure in December, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/ 

Hybrid Eligible*
This position may be eligible for a hybrid schedule after successful completion of an introductory work period of 3-6 months. This may mean that a hybrid eligible role will begin on-campus initially and then will transition to hybrid format following onboarding and training. Flexible work plans are subject to periodic review and may be changed or terminated at any time for any reason at the university’s discretion.