What are the responsibilities and job description for the BUSINESS SERVICES COORDINATOR position at North Carolina A & T State University?
The Business Services Coordinator performs a variety of business, fiscal, and administrative functions to address the business needs of the Civil, Architectural, and Environmental Engineering Department. Work involves a variety of functional activities. Work involves the supervision of others. 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. This position is dedicated to coordinating business and financial processes, reports, and records for the Civil, Architectural, and Environmental Engineering Department.
Primary Function of Organizational Unit
The College of Engineering at North Carolina Agricultural and Technical State University invites applications and nominations for this key leadership position. North Carolina A&T State University is a public land grant university that enrolls over 14,000 students.
The College of Engineering, with over 2,500 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 Civil, Architectural and Environmental Engineering (CAEE) Department within the College of Engineering is a uniquely interdisciplinary association of faculty and students with complementary interests and expertise. The CAEE Department is committed to quality teaching, research and advising. The department takes great pride in preparation of students to excel in their professional careers. The department encompasses two undergraduate programs : Civil Engineering Architectural Engineering.
Work Hours 8 : 00 AM - 5 : 00 PM; Monday - Friday (some evening work may be required) 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 Communication Duties
Explains and interprets programs, policies, and procedures using standard formats. Ability to advise others in most matters related to program operations.Ability to communicate factual information, general guidelines, and standard procedures.
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 well-defined business functions for a department unit or an organization. Able to collect and analyze information and prepare reports. Able to apply policies and procedures related to business practices and internal control procedure.
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 Financial Management Duties
Frequently serves as an internal resource on financial matters with responsibilities including reconciling budget expenditures and, monitoring accounts. Able to manage a budget with limited funding sources. Compiles financial data for reporting purposes.
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 Information Analysis and Decision Making Duties
Ability to identify, recognize, and resolve problems that have established precedents and limited impact. Ability to compile, organize, and analyze financial information and other data. Ability to review, examine, and prepare documents.
1) Understands and accurately complies with practices and policies of the Civil, Architectural, and Environmental 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
Required Competency Planning and Organizing Work / Supervision Duties
Plan and facilitate the activities of the work units. Evaluate and assess workflow and staffing resources. Able to train and supervise student workers.
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 those 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
