"Business Operations Professional"

Business Operations Professional

University of Colorado Denver

Position Summary:

The Budget and Business Operations team is a branch of the Office of the Vice President for Budget, Finance, and the Chief Financial Officer at the University of Colorado's System Administration offices. The Budget and Business Operations team provides essential budget, financial, and service functions to all departments and centrally houses the expertise for accounting, procurement, and building operations.

The Business Operations Professional is the subject matter expert regarding building operations, procurement, travel, and expense reimbursement processes and the primary liaison between the department and CU's Procurement Service Center (PSC). This position works independently and requires a thorough understanding of the departments and various CU policies, procedures, and guidelines.

The Business Operations Professional reports to the Assistant Director of Finance and Business Operations and is exempt from the State of Colorado Classified Staff System.

This is a part-time, hourly position working 75% of a full-time schedule. The role offers some flexibility in work hours and does require in-office work.Where You Will Work:

Applicants must be Colorado residents or able to relocate to Colorado within a month of starting employment with University of Colorado System Administration.

This role is eligible for a hybrid schedule, working 2-3 days in the office at 1800 Grant St., Denver, CO. There is flexibility on the days of the week in the office, and would be discussed with the hiring manager.

Please note, leadership may adjust in-office work requirements with a minimum of three months' notice before any change can be implemented.

Duties & Responsibilities:

Duties and responsibilities of the position include, but are not limited to:

Building Operations Coordination

• Manage requests, including those involving keys/building passes and parking access
• Assist with repair/maintenance requests, and other building operations support items
• Generate a monthly invoice/journal for rent and other building services.
• Serves as Fire Warden and Emergency Preparedness Coordinator.
• Manage the surplus and disposal process for office supplies and furniture.
• Provide general office support, including ordering supplies, maintaining copiers, and shredding bins for the 8th floor and general use space.

Fiscal and Operational Support:

• Provide comprehensive support to various departments by managing purchasing, accounting, and overall financial transactions.
• Monitor financial transactions and maintain accurate records for purchases, payments, and other financial activities.
• Ensure that all financial transactions are recorded accurately and on time at month-end close in alignment with CU policies. Correct any discrepancies through journal entries as needed.
• Work with departments to allocate shared expenses to appropriate departments and campuses as directed by the Assistant Vice President and Assistant Director of Finance and Business Operations.
• Stays up to date with knowledge of the institution, state, and federal fiscal procurement policies and procedures and routes appropriate budget processes, respectively.
• Generate budget and actual journal entries for monthly, quarterly, and annual transfers between departments and campuses as requested by the Assistant Vice President and Assistant Director of Finance and Business Operations.
• Work with Treasury to deposit incoming revenue, reimbursements, and refunds.

Purchasing, Travel, and Expense Reimbursement Support

Procurement Support:

• Process purchasing requests for the entire procurement lifecycle, from requisition to purchase order (PO) creation and final invoice payment. Ensure all procurement documents comply with CU policies and identify purchase issues.
• Serve as the procurement subject matter expert (SME), advising department staff on purchasing processes and policies. Collaborate with the department liaisons and the Procurement Service Center (PSC) to resolve procurement-related issues or discrepancies.
• Regularly monitor the end dates of all active SPOs to ensure that orders are renewed or closed before the contract expires.

Expense Reimbursement:

• Support department staff with the Concur Travel & Expense System, reviewing documentation and ensuring compliance with CU policies.
• Resolve Issues: Work with employees to identify and resolve travel or expense reimbursement discrepancies, ensuring all documents are complete and accurate.
• Purchase goods and services for the Vice President of Budget & Finance office using a procurement card; ensuring compliance for transactions, researching best value options, and completing timely reconciliation

Travel Management:

• Act as the SME for travel management, advising staff on best practices for business travel.
• Assist in generating expense reports.

What We Offer:

Salary: The anticipated hiring range has been established at $48,750 - $52,500 at 75% time.

Qualifications:

Minimum Qualifications:

• Bachelor's degree from an accredited university or equivalent professional experience. (The educational requirement may be substituted by professional or military experience on a year-for-year basis).
• One (1) year of experience and knowledge in customer service including multiple of the following:
• Building management coordination, building safety coordination, including fire safety
• Entry in or use of budget or travel systems
• Record keeping, data entry and computer systems use

Preferred Qualifications:

• Bachelor's degree in accounting, finance, business, or field related to the work performed.
• One (1) year of experience handling departmental budgets and fiscal procedures, as indicated above.
• Experience in a higher education environment.
• Knowledge and experience using PeopleSoft Finance, PeopleSoft HCM, Concur, and Cognos software.
• Experience providing procurement and office administration support.
• General understanding of the University of Colorado, including its organizational structure.
• Reporting experience in a higher education setting.

Knowledge, Skills, and Abilities:

• Knowledge of Finance, Accounting, and Procurement best practices.
• Customer service skills include actively listening, addressing customer needs, defusing tense situations, and maintaining an open, flexible, and friendly demeanor.
• Ability to establish and maintain good working relationships with co-workers, supervisors, other University personnel, and the public.
• The right candidate will be able to work independently, under pressure, manage multiple concurrent tasks and responsibilities, and deal with changing priorities while maintaining personal effectiveness.
• Computer skills, including utilizing Microsoft Office programs (i.e. Word, Excel, PowerPoint, Outlook, etc.) with advanced skills in Microsoft Excel.
• Ability to learn and experiment with new software and systems.
• Skilled in written and oral communications, collaboration, and problem-solving.
• Ability to navigate a complex political environment.
• Ability to handle and maintain sensitive and confidential material.
• Ability to follow procedures.