Budget and Operations Coordinator

Budget and Operations Coordinator

Job #: 042630
Location: Syracuse, NY
Pay Range: $22.17 - $24.52
Hours:
Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)
Hours may vary based on operational needs.

Job Type: Full Time

Job Description:

The Budget & Operations Coordinator plays a critical role in supporting the College of Visual and Performing Arts financial and operational infrastructure. This position primarily supports the Part-Time Instructor contract management and supplemental compensation administration functions while contributing to the Colleges broader budget, payroll, and purchasing operations. The role requires strong analytical ability, attention to detail, and the capacity to manage complex, high-volume transactional activity with accuracy and sound judgment. The coordinator serves as a key resource to academic departments, ensuring financial integrity, regulatory compliance, and consistent service delivery across a dynamic academic environment.

Education and Experience:

• Associate or bachelors degree preferred.
• High school diploma or equivalent required with relevant professional experience.

Skills and Knowledge:

• Strong analytical skills, attention to detail, organizational skills, discretion with confidential information, and effective communication.
• Ability to interpret and apply university financial and payroll policies while managing multiple recurring deadlines.
• Service-minded approach with a positive attitude.
• Willingness to learn and contribute individually and as part of a high-performing team.

Responsibilities:

• PTI Contract and Compensation Administration: Assist in managing the life cycle process for approximately 150 annual PTI contracts, including PIN requests, contract reconciliation, compensation calculation, semi-pay setup, and monitoring of drop/add adjustments.
• Serve as a resource for college faculty, staff, and department administrators on HR and payroll policies, procedures, and systems.
• Research and resolve HR-related problems; escalate complex issues as appropriate.
• Monitor the shared VPA HR/payroll email and respond to inquiries promptly.
• Review pending HR approvals, investigate discrepancies, and process payroll corrections (PARs/RAPs) or escalate issues to central Payroll as required.
• Provide backup payroll coverage for other coordinators as needed.
• Manage additional pay requests for stipends, overloads, summer pay, and other off-cycle compensation.
• Manage the award and prize tracking and payment processes.
• Initiate and process journal entries and journal IDs to correct, reallocate, or record financial transactions.
• Reconcile college accounts and restricted funds.
• Support financial reporting to college leadership and identify potential issues or discrepancies for follow-up.
• Provide cross-functional support for other Budget & Operations team members during high-volume periods, staff absences, or as directed by the Associate Director.
• Participate in process improvement initiatives, system upgrades, and training activities as needed.
• Other duties as assigned.