Operations Coordinator, Budget & Campus Financial Services

Cover Letter and Supporting Documents:

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• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

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Job Description Summary

The Operations Manager provides financial, administrative, and operational support to the Budget and Campus Financial Services Office. Reporting to the Budget Manager, this position primarily supports daily financial operations and transactional activities while coordinating administrative workflows that enable the office to provide accurate, timely, and responsive service to campus stakeholders.

The position applies working knowledge of budgeting, accounting, financial transactions, and institutional policies to review and process financial activity, identify and resolve discrepancies, maintain appropriate documentation, and support internal controls. The Operations Manager also coordinates office communications, training logistics, and other operational activities.

This is an individual contributor role with responsibility for independently managing assigned work, coordinating processes and activities across the office, and collaborating with campus partners. The position requires sound judgment, attention to detail, strong organizational skills, and a high level of discretion due to access to confidential financial and personnel information.

Job Description

Office & Communications Administration

• Monitor, triage, and respond to inquiries in the main group email boxes.
• Draft, format, and distribute mass communications and announcements to campus stakeholders.
• Manage daily departmental mail processing and deliveries.
• Track and order necessary office supplies and equipment, anticipating departmental needs.
• Coordinate calendars and schedule meetings across multiple departments.
• Coordinate and set up on-site and virtual training sessions, including room reservations, materials preparation, and attendee tracking.

Financial & Transactional Support

• Assist the campus financial services team with daily financial transactions, including processing invoices, employee reimbursements, customer billings, deposits, and other financial transactions.
• Review financial documents and transactions for accuracy, completeness, appropriate supporting documentation, and compliance with University policies and procedures.
• Monitor assigned financial activity and identify items requiring correction, additional documentation, or follow-up.
• Support testing, implementation, and continuous improvement of Workday Transactions.
• Perform other duties and special projects as assigned.

Customer Service and Departmental Support

• Build collaborative relationships across departments to resolve financial issues and improve service delivery.
• Collaborate effectively with Budget, Finance, Human Resources, Payroll, Procurement, and departmental leadership.
• Perform other duties and special projects as assigned.

Required Education, Knowledge, Skills, Abilities:

• 2-4 years of progressive experience in office management, operations, or a financial services environment.
• High proficiency in Microsoft Office Suite (especially Excel) and Google Suite. Familiarity with financial management or accounting software.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational skills with the ability to prioritize multiple assignments and meet deadlines.
• Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
• Demonstrated commitment to exceptional customer service and collaborative teamwork.

Preferred Education, Knowledge, Skills, Abilities:

• Associate's or Bachelor's degree in Business Administration, Finance, Accounting, or a related field preferred.
• Working understanding of general budgeting processes, ledgers, and expense reporting.
• Experience in higher education financial administration.
• Experience with Workday Financials and Workday Adaptive Planning.
• Experience developing and delivering end-user training.

Accountabilities:

• Responsible for independently managing assigned work and financial responsibilities.
• Responsible for maintaining compliance with applicable regulations, University policies, and internal controls.
• Responsible for safeguarding confidential financial and institutional information.

Additional Job Description

Physical Requirements:

Work primarily involves sitting and standing, communicating with others, operating a computer and other standard office equipment, and reviewing detailed financial information with accuracy and attention to detail.

Environmental Conditions:

Work is performed primarily in a standard office environment and is not typically exposed to adverse environmental conditions.

Time Type Requirement Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact AskHR@wfu.edu or (336) 758-4700.

Organization

Wake Forest University, formed in 1834, has experienced decades of growth and innovation. WFU is a distinctive university that combines a liberal arts core with graduate and professional schools and innovative research programs. The University embraces the teacher-scholar ideal, which prizes the personal interaction between students and faculty. It is a place where exceptional teaching, fundamental research and discovery, and the engagement of faculty and students in the classroom and the laboratory are paramount.

Wake Forest University is a community that seeks the enlightenment and freedom which come through diligent study and learning. Its higher goal, however, is to give life to the University motto "Pro Humanitate," as members translate a passion for knowledge into compassionate service. The community shares a tradition that embraces freedom and integrity and acknowledges the worth of the individual. The heritage, established by the school's founders and nurtured by succeeding generations, promotes a democratic spirit arising from open-mindedness and discourse. Wake Forest fosters compassion and caring for others. Its collective strength and character are derived from the values and distinctive experiences of each individual; therefore, it affirms the richness of human intellect and culture and its contribution to knowledge, faith, reason, and dialogue. Furthermore, it strives toward a society in which good will, respect, and equality prevail. To that end, Wake Forest University rejects hatred and bigotry in any form and promotes justice, honor, and mutual trust.

The University is comprised of: the undergraduate college, Graduate School of Arts and Sciences, School of Business, School of Divinity, School of Law, and School of Medicine (located on the Bowman Gray campus with Wake Forest University Baptist Medical Center) and today enrolls about 4,846 undergraduates and 2,823 students in graduate programs at its principal location, the Reynolda campus. Students at Wake Forest University enjoy a great deal of access to and interaction with world-class faculty both in and out of the classroom setting with a student-faculty ratio of 11:1. Wake Forest employs approximately 2,772 full and part-time faculty and staff.

Wake Forest is a collegiate university offering a vibrant, intellectual community with a rich cultural life, an impressive array of facilities, and a strong athletics program competing in the fifteen-team Atlantic Coast Conference (ACC). Since its founding, the university has adopted the motto "pro humanitate," which is exemplified by a deep institutional commitment to public service and engagement with the world. Wake Forest has a strong commitment to holistic, eight-dimensional well-being for students, faculty and staff as evidenced in the Thrive initiative.

Winston-Salem, NC

Wake Forest is located in Winston-Salem, NC, a beautiful, mid-sized city centrally located in the Piedmont-Triad region of North Carolina. Winston-Salem is a family-friendly city with high quality schools, numerous outdoor recreational activities and events, and is known for its vibrant and thriving arts scene.

Winston-Salem residents enjoy close proximity to the beautiful Blue Ridge Mountains (1.5 hours) and Atlantic beaches (4 hours), a moderate climate with four distinct seasons, a very reasonable cost of living, and an eclectic variety of restaurants, wine bars, and breweries for dining with friends and family. Winston-Salem offers many of the amenities of a large city but with the sense of community and quality of life of a smaller town (www.visitwinstonsalem.com).