Business Operations Coordinator

Title: Business Operations Coordinator

Division: Finance and Administration

Department: Business Office

FLSA Status: Exempt

Salary Range: $44,000/Annual Salary

EEO Job Group: 5 E6

Position Summary

The University of Southern Indiana is accepting applications for Business Operations Coordinator.

Responsible for a broad range of accounting and business tasks to coordinate various shared services among University Business Office units, monitoring financial activities, recording financial transactions and compliance with all applicable legal and institutional requirements.

Duties/Responsibilities

Monitor outstanding payments and notify recipients of unclaimed balances monthly. Validate requests for stop payments and replacement payments. Coordinate cancellation of payments with bank, voiding of payments in Banner Finance system, and reissuance of disbursements.

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Administer escheatment process. Perform monthly and annual unclaimed property liability account reconciliations. Prepare and send due diligence letters for unclaimed property as required. Create annual unclaimed property report and remit balances to Indiana Attorney Generals Unclaimed Property Division.

Maintain and monitor checklist of external deadlines to ensure compliance with tax regulations, grant requirements and other financial reporting obligations.

Coordinate creation of vendors in payment portal to facilitate ACH enrollment. Identify vendors that can be paid by ACH and promote enrollment in program.

Prepare journal entries and create select accounts receivable invoices, ensuring all back-up documents are complete.

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Monitor unreconciled p-card transactions, ensuring receipts and required information are received by stated due dates.

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Communicate with cardholders, proxies and financial managers for prompt resolution of non-compliant transactions.

Review monthly reports from expense monitoring partner. Analyze discrepancies, patterns, and trends in transaction data.

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Investigate and resolve exceptions. Ensure compliance with cardholder agreements and University policies and procedures. Consult with cardholders and financial managers to resolve discrepancies.

Monitor open travel encumbrances. Communicate with employees and financial managers to facilitate timely reconciliation of outstanding trip expenses.

Support Bursar’s Office customer service operations during peak periods.

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Analyze accounting activity to identify transactions which may create tax obligations. Obtain recipient information for prizes, awards, gifts, employee clothing or other taxable transactions when reporting is required. Collaborate with departments and financial managers to promote compliance with applicable tax regulations. Provide information to Manager of Accounts Payable or Manager of Payroll as necessary to satisfy University tax filing obligations.

Identify subrecipients subject to single audit and obtain audit reports from them as required by Uniform Guidance 2 CFR Part 200. Verify receipt of most recent audit reports quarterly. Review reports for findings that potentially relate to USI subawards and provide quarterly updates to Assistant Vice President for Finance and Administration.

Coordinate certification of faculty and staff effort on grants as required by Uniform Guidance 2 CFR Part 200. Communicate timelines and expectations. Distribute effort reports and monitor effort report completion. Identify and report exceptions to University Budgeting.

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Assist employees, students, and guests with questions about the travel expense reconciliation process, how to complete travel reimbursement forms, eligibility of expenses, and documentation requirements. Identify, investigate, and resolve problems related to travel payments.

Assist cardholders, proxies and financial managers with questions about procurement card systems and processes.

Manage University Business Office supply inventory. Monitor inventory levels and budget availability. Coordinate acquisition of all supplies, services and equipment for University Business Office operations.

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• Other duties as assigned.

Required Knowledge and Skills

Bachelor's degree in accounting, business or related field or seven years of directly related experience.

Strong interpersonal skills including written and verbal communication.

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Strong problem-solving skills with the ability to identify and analyze problems, as well as devise solutions.

Strong organizational skills required with ability to manage time and meet deadlines.

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Attention to detail and accuracy.

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Working knowledge of word processing, spreadsheet and electronic mail programs.

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• Ability to maintain confidentiality.

Regular Work Hours/Travel Requirements

About USI

The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

• Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
• Retirement plan where the University makes the total contribution equivalent to 11% of annual salary.
• Full tuition fee waiver for employees/75% for spouses and dependent children.
• Vacation and sick time
• Holiday pay
• Free access to Recreation, Fitness & Wellness Center.
• Access to on-campus University Health Center and Dental Hygiene Clinic.

For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.

• Resume
• Cover Letter

Search Committee Chair:

If you have questions about the open position, please contact Jonathan Shoptaw, search committee chair, at jcshoptaw@usi.edu.

Best Consideration Date:

For best consideration, please submit materials before May 15, 2025.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

USI is an Equal Opportunity Employer as to all protected groups, including protected veterans and individuals with disabilities