What are the responsibilities and job description for the Business Services Coordinator position at North Carolina A&T State University?
Classification Information
Position/Classification Title
Business Services Coordinator
Classification Type
SHRA
Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory
Minimum Experience/Education
Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.
Preferred Years Experience, Skills, Training, Education
Required License or Certification
Position Overview
Primary Purpose of Position
The Business Services Coordinator performs a variety of business, fiscal, and administrative functions to address the business needs of the Mechanical Engineering Department. Work involves a variety of functional activities. Work involves the supervision of students. The position works closely with the department chair, faculty, students, and department stakeholders (potential student employers). The position serves as a key resource by researching, anticipating, and preparing needed communications, and managing department budgets.
Primary Function of Organizational Unit
North Carolina A&T State University is a public, doctoral high research land-grant University that enrolls 14,311 students. The University is a learner-centered community that develops and preserves intellectual capital through interdisciplinary learning, discovery, engagement, and operational excellence.
The College of Engineering, with approximately 2,400 students, has EAC ABET-accredited undergraduate programs in Architectural, Bioengineering, Biological, Civil, Chemical, Computer, Electrical, Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. At the Graduate level, the College has 8 Masters of Science Degree programs, and 5 Doctoral programs. Additional information about the College and the University can be found at www.ncat.edu/coe.
The Mechanical Engineering Department has 13 full-time faculty members and offers BS, MS and Ph.D. degrees. The department enrolls over 360 undergraduate students, 9 masters and 35 doctoral students. The department currently offers Bachelor of Science, Master of Science, and Doctor of Philosophy Degrees in Mechanical Engineering. The ME undergraduate degree program is accredited by the Accreditation Board for Engineering and Technology, Inc. and has an Aerospace option for students who are interested in aerodynamics, aero-propulsion, avionics and aero-structures. An Honors program is available for those students with a strong academic background and research interest. Our faculty members and their graduate students perform research in such areas as materials, aerospace, structural health monitoring, thermal management, micro-mechanics and micro-fluidics, CFD, control systems, design and manufacturing.
The College of Engineering, with approximately 2,400 students, has EAC ABET-accredited undergraduate programs in Architectural, Bioengineering, Biological, Civil, Chemical, Computer, Electrical, Industrial, and Mechanical Engineering, as well as a CAC ABET-accredited program in Computer Science. At the Graduate level, the College has 8 Masters of Science Degree programs, and 5 Doctoral programs. Additional information about the College and the University can be found at www.ncat.edu/coe.
The Mechanical Engineering Department has 13 full-time faculty members and offers BS, MS and Ph.D. degrees. The department enrolls over 360 undergraduate students, 9 masters and 35 doctoral students. The department currently offers Bachelor of Science, Master of Science, and Doctor of Philosophy Degrees in Mechanical Engineering. The ME undergraduate degree program is accredited by the Accreditation Board for Engineering and Technology, Inc. and has an Aerospace option for students who are interested in aerodynamics, aero-propulsion, avionics and aero-structures. An Honors program is available for those students with a strong academic background and research interest. Our faculty members and their graduate students perform research in such areas as materials, aerospace, structural health monitoring, thermal management, micro-mechanics and micro-fluidics, CFD, control systems, design and manufacturing.
Work Hours
8:00 AM - 5:00 PM; Monday - Friday
Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)
Key Responsibilities and Related Competencies
Required Competency
Financial Management
Duties
Exhibits thorough knowledge of the organization’s accounting and budget procedures. Approves expenditures and manages unit and program budgets comprised of several funding sources. Compiles and summarizes financial data to participate in budget analysis and forecasting.
(1) Advises the undergraduate, graduate and laboratory coordinators in fiscal matters such as budget planning, budget analysis, and funding sources in conjunction with the Chairperson.
(2) Manages the overall budget for the Chairperson, and reports expenditures and allocation of funds and sources on a regular basis.
(3) Makes sure that balances on all lines are utilized and expended before collapse dates each year.
(4) Maintains ledgers on special overhead accounts.
(5) Monitors and tracks the faculty release funds.
(6) Reconciles teaching assistantships, tuition, monthly procurement card accounts.
(7) Manages the interaction with faculty, graduate and undergraduate students for departmental resources, scholarships and work study opportunities.
(8) Other responsibilities as assigned by the Chair
(1) Advises the undergraduate, graduate and laboratory coordinators in fiscal matters such as budget planning, budget analysis, and funding sources in conjunction with the Chairperson.
(2) Manages the overall budget for the Chairperson, and reports expenditures and allocation of funds and sources on a regular basis.
(3) Makes sure that balances on all lines are utilized and expended before collapse dates each year.
(4) Maintains ledgers on special overhead accounts.
(5) Monitors and tracks the faculty release funds.
(6) Reconciles teaching assistantships, tuition, monthly procurement card accounts.
(7) Manages the interaction with faculty, graduate and undergraduate students for departmental resources, scholarships and work study opportunities.
(8) Other responsibilities as assigned by the Chair
Required Competency
Communication
Duties
Develops and edits written documents and reports of information that spans across functional areas.Provides documentation to explain and support conclusions. Communicates interpretative information that spans across functional areas. Respond to non-routine inquiries.
(1) Develops and composes presentation materials and speeches for the Chair in a variety of settings.
(2) Anticipates the need to initiate and draft written communication for the Chair’s review.
(3) Composes and/or generates correspondence as requested by Chairperson or Directors (e.g., late fees for graduate students, letters to department donors, correspondences to students, etc.).
(4) Proofreads documents for typos, addition errors, correct coding, whereby professionalism and accuracy are primary considerations.
(5) Greets all visitors (staff, faculty, administrators, vendors, students, parents, and all department visitors) courteously and as our customer.
(6) Offers accurate, current information and responsible for demonstrating an “I care” attitude in all interfaces.
(7) Other responsibilities as assigned by the Chair
(1) Develops and composes presentation materials and speeches for the Chair in a variety of settings.
(2) Anticipates the need to initiate and draft written communication for the Chair’s review.
(3) Composes and/or generates correspondence as requested by Chairperson or Directors (e.g., late fees for graduate students, letters to department donors, correspondences to students, etc.).
(4) Proofreads documents for typos, addition errors, correct coding, whereby professionalism and accuracy are primary considerations.
(5) Greets all visitors (staff, faculty, administrators, vendors, students, parents, and all department visitors) courteously and as our customer.
(6) Offers accurate, current information and responsible for demonstrating an “I care” attitude in all interfaces.
(7) Other responsibilities as assigned by the Chair
Required Competency
Business and Records Administration
Duties
Manages a variety of business and records functions. Performs research, data collection, analysis of information, and report writing. Interprets policies and procedures to facilitate and ensure the application of sound business practices. Integrates policies and procedures with work units external to the organization.
(1) Processes Internal Salary Authorization Forms (ISAFs) for faculty and release-time forms, prepare packages for new hires of faculty and students.
(2) Opens and sorts the Chair’s mail; important items should be flagged and the responses planned with Chairperson.
(3) Maintains important department information in electronic format.
(4) Keeps faculty records up to date, and keeps requests for data from faculty current.
(5) Provides annual reports and special reports from time to time.
(6) Manages ISAFs, Graduate Contracts, H-1B documents that are submitted by the department.
(7) Other responsibilities as assigned by the Chair
(1) Processes Internal Salary Authorization Forms (ISAFs) for faculty and release-time forms, prepare packages for new hires of faculty and students.
(2) Opens and sorts the Chair’s mail; important items should be flagged and the responses planned with Chairperson.
(3) Maintains important department information in electronic format.
(4) Keeps faculty records up to date, and keeps requests for data from faculty current.
(5) Provides annual reports and special reports from time to time.
(6) Manages ISAFs, Graduate Contracts, H-1B documents that are submitted by the department.
(7) Other responsibilities as assigned by the Chair
Required Competency
Planning and Organizing Work/Supervision
Duties
Coordinates and directs work unit activities. Develops new processes or procedures. Supervises student workers in applying operational policies and procedures.
(1) Proactively prevents calendar scheduling conflicts; and anticipates and resolves conflicts competing with the Chair’s schedule and/or priorities.
(2) Plans and organizes meetings, conference, retreats, and/or for the department.
(3) Assigns tasks to staff consistently with good management ensuring flexibility, capability, and professional growth are considered in assignments.
(4) Reviews annual and interim evaluations with staff.
(5) Facilitates staff meetings as needed for good office management to include all planning and organization for each monthly departmental meeting.
(6) Oversees the assignments of student workers.
(7) Ensures each assignment is reviewed with staff for optimum performance.
(8) Monitors the results of work assigned to staff.
(9) Schedules appointments, documents them, and follow-up as needed.
(10) Develops and maintains a professional mentoring rapport with students under the position’s supervision.
(11) Coordinates with the faculty for the submission of the Annual Conflict of Interest Statement, the Annual SHRA/EHRA Performance Appraisal, and all other special reports as needed.
(12) Prioritizes and schedules work so that all assignments are completed.
(13) Works with units external to the department to solve problems with faculty and student pay issues, class schedules, and work assignments
(14) Other duties as assigned by the Chair
(1) Proactively prevents calendar scheduling conflicts; and anticipates and resolves conflicts competing with the Chair’s schedule and/or priorities.
(2) Plans and organizes meetings, conference, retreats, and/or for the department.
(3) Assigns tasks to staff consistently with good management ensuring flexibility, capability, and professional growth are considered in assignments.
(4) Reviews annual and interim evaluations with staff.
(5) Facilitates staff meetings as needed for good office management to include all planning and organization for each monthly departmental meeting.
(6) Oversees the assignments of student workers.
(7) Ensures each assignment is reviewed with staff for optimum performance.
(8) Monitors the results of work assigned to staff.
(9) Schedules appointments, documents them, and follow-up as needed.
(10) Develops and maintains a professional mentoring rapport with students under the position’s supervision.
(11) Coordinates with the faculty for the submission of the Annual Conflict of Interest Statement, the Annual SHRA/EHRA Performance Appraisal, and all other special reports as needed.
(12) Prioritizes and schedules work so that all assignments are completed.
(13) Works with units external to the department to solve problems with faculty and student pay issues, class schedules, and work assignments
(14) Other duties as assigned by the Chair
Required Competency
Information Processing and Decision Making
Duties
Assesses and resolves problems that require research and review of policy and procedures. Analyzes moderately complex business operations and financial statements. Makes recommendations for approval.
(1) Understands and accurately complies with practices and policies of the Mechanical Engineering Department, the College of Engineering, and the University.
(2) Coordinates with other departments within the College of Engineering and other units throughout the University such as, but not limited to, Admissions, Financial Aid, Graduate School, etc.
(3) Keeps abreast of University changes regarding hiring, financial assistance, policies, and procedures that have impact on the department.
(4) Other duties as assigned by the Department Chair
(1) Understands and accurately complies with practices and policies of the Mechanical Engineering Department, the College of Engineering, and the University.
(2) Coordinates with other departments within the College of Engineering and other units throughout the University such as, but not limited to, Admissions, Financial Aid, Graduate School, etc.
(3) Keeps abreast of University changes regarding hiring, financial assistance, policies, and procedures that have impact on the department.
(4) Other duties as assigned by the Department Chair
Position Information
Working Title
Business Services Coordinator
Competency Level
Advanced
Position Number
002231
Recruitment Range
$48,144 - $60,000
FLSA
Non-Exempt
Appointment Type
Permanent - Full-time
FTE
40 hours/week, 12 months
If Time Limited, Appointment Length
Organizational Division
Mechanical Engineering
Organizational Location
College of Engineering
Organizational Unit
Mechanical Engineering
Posting Detail Information
Posting Number
SHRA2826
Open Date
01/01/2025
Close Date
02/16/2025
Special Instructions to Applicant
You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.
Employee Benefits available to NC A & T permanent employees include the following and more:
Employee Benefits available to NC A & T permanent employees include the following and more:
- Accrued Vacation and Sick Leave for Eligible Employees
- Community Service Leave
- Blue Cross Blue Shield of NC – Health Benefits
- NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
- 12 Paid Holidays
- Teachers and State Employees Retirement System (TSERS)
- Optional Supplemental Plans – 401k, 403b, 457b and 457
- Employee Assistance Program (EAP)
- Campus Recreation Center Discount
- University Bookstore Discount
This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.
Quick Link
https://jobs.ncat.edu/postings/35988
Salary : $48,144 - $60,000
