Budget Coordinator/Office Manager For Campus Life

Housing and Access Management: 1. Provide secondary support for the distribution, tracking, inventory, and overall management of all residential keys. 2. Collaborate with Facilities to help process lock changes and keep key control documents up to date. 3. Assist with room changes by helping distribute keys and update ID card access as needed 4. Partner with the Associate Director and Director of Residential Life, to facilitate the end-of-year move-out process, including receiving/organizing documentation from residential life staff, assessing charges and compiling billing for final review. 5. Assist with various start, mid, and end-of-term audits and report preparation. 6. Conduct regular key audits, including taking key inventory and maintaining records. 7. Assist with housing move-in/move-out logistics, room turnover over and communication to students. 8. In consultation with the Director of Residential Life, develop and implement policies and procedures for the management of keys and key distribution. 9. Use housing software to ensure accurate record keeping, and verification for key distribution processing. Budget Management: 1. Responsible for budget management (maintain annual budgets, budget tracking strategies, and budget reports) for Office of Campus Life (Residential Life, Student Engagement) A. Prepare, process and file Request for Payment forms, Deposit Requests and other financial transactions B. Manage budget tasks (tax form preparation, accounts payable, student payroll et al) for all student group accounts. C. Advise student group treasurers on budget development and fiscal management D. Manage departmental Transact point of sale process. E. Process P-card transactions for student groups and reconcile account online as needed F. Distribute and reconcile cash advances for student groups G. Maintain and update departmental preferred vendor list and process appropriate purchase orders for student groups H. Collect, track, and monitor all program registration fees and revenue I. Serve a primary purchaser for CTW OneSource. 2. Student Clubs and Organizations A. Help to develop student organization policies for financial spending and budget management B. Serve as trainer and educator for the 80+ student organization about financial policies and procedures. C. Develop and deliver periodic training programs for student group leaders on all financial policies and procedures D. Serve a primary purchaser for CTW OneSource for student groups. E. Collect, code and process statements/invoices for payments 3. Student Managed Coffee Shops A. Serve as financial trainer/supervisor for student managed retail coffee locations on campus. i. Train, and develop financial procedures for the approximate thirty student baristas and managers working in the three locations. ii. Train students on use of point of sale system B. Lead contact with Accounting for credit card point of sale software systems. C. Develop and deliver periodic training programs for student managers on all financial policies and procedures D. Manage and organize all daily transactions and deposits. E. Collect, code and process statements/invoices for payments F. Prepare, process and file Request for Payment forms, deposit requests and other financial transactions Office of Campus Life Office Manager 1. Coordinate transportation requests for fleet vehicles, distribute and collect van keys, and manage reservations. 2. Communicate to student groups and leaders about proper protocols for transportation needs. 3. Update, develop, and coordinate the reservation process for student transportation services. 4. Provide excellent customer service for Campus Life related inquiries, via phone, email, and in-person interactions. 5. Serve as the frontline for the department, by managing communications through the shared residential life and student engagement email account, and phone service, with a high volume of emails from students, parents, and campus partners requesting information, and providing detailed outward answers. 6. Support the daily functions and operations of Campus Life 7. Collect, code and process statements/invoices for payment. 8. Manage and oversee all departmental purchase cards. 9. Monitor and track Office of Campus Life program registration processes and sign-ups. 10. Assist with logistical arrangements for Office of Campus Life programming excursions, which include working with outside vendors, hotels/conference centers, etc. 11. Perform all other duties and responsibilities as assigned or directed by the supervisor.