Business Operations Coordinator

About the company

Champlain College

Education management · 201 to 500 employees

What you'll do

• Evaluate gifts, pledges, and matching gifts against donor intent, institutional policy, and IRS regulations; determine recording treatment and resolve exceptions
• Establish and apply gift recording and acknowledgment standards, determine tax-receipting requirements, and advise Advancement on gift treatment questions; coordinate gift transfers and reporting with Student Accounts and Finance
• Ensure the integrity of donor and gift records by resolving data issues and recommending improvements to recording practices
• Review financial, purchasing, and gift-processing workflows, propose process changes, and implement approved improvements
• Monitor expenditures and encumbrances, reconcile balances against Oracle reports, investigate variances, and recommend corrective action
• Determine whether invoices and P-Card expense reports align with College policy and budget designations; take corrective action on items out of alignment and escalate issues as needed
• Analyze financial data and contribute to budget preparation and reporting, identifying trends and variances for department leaders
• Determine whether purchase requisitions align with College purchasing policy and take corrective action on those that do not
• Negotiate pricing and terms with vendors and resolve receiving, invoice, and change order issues, working with Finance as needed
• Oversee software licenses, vendor insurance certificates, and organizational service accounts, and monitor vendor compliance with College requirements
• Coordinate the receipt and routing of shipments and equipment, resolve delivery issues, and maintain accurate operational records
• Act as a primary point of contact for college personnel, vendors, and partners, advising on policies and procedures and resolving issues independently or escalating as appropriate
• Train and advise department staff on purchasing, P-Card, and gift-processing procedures, and lead cross-departmental process improvement projects; perform related duties as needed
• Bachelor's degree in Business Administration, Operations Management, or a related field, or an equivalent combination of education and experience
• 3+ years of progressively responsible experience in administrative, financial, gift processing, purchasing, or operations roles, including evaluating and improving business or financial processes
• Strong analytical, budget tracking, and reconciliation skills with exceptional attention to detail, and the ability to exercise sound judgment, prioritize competing demands, and work independently with limited supervision
• Excellent communication, negotiation, and conflict resolution skills, with the discretion to handle confidential donor and financial information
• Proficiency with Google Workspace, Microsoft Excel, and an ERP such as Oracle Cloud; donor database experience is a plus
• Ability to work cross-functionally with directors, staff, and faculty, managing work independently and delivering results
• Full-time, on-campus position in Burlington, Vermont, with flexibility for hybrid work
• Standard business hours, Monday through Friday, with occasional evening or weekend hours for special events
• Extensive computer use, occasional travel between campus buildings, and the ability to lift up to 25 pounds
• Annual Salary: $52,000 - $57,000 Placement within the range is based on relevant education, experience, skills, and internal equity.
• Comprehensive Benefits Package: Health Coverage: Medical, dental, and vision insurance with HSA and FSA options
• Paid Time Off: 16 holidays, 4 weeks of vacation, 2 weeks sick time, and 2 days of personal leave
• Retirement: 403(b) plan with 3% employer matching contribution
• Education: Tuition benefits for employees and family members
• Wellness: Gym discount and Wellness programs with up to $300 annual incentives
• Welfare: Short-term and long-term disability coverage, plus life insurance
• Other Perks: Employee Assistance Program (EAP) with counseling services, access to employee discounts and local/national benefit programs
• Resume/CV
• Cover Letter addressing the desired qualifications and how your experiences contribute to the academic excellence and inclusive community at Champlain College.

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