"Staff Associate, Functional Administrator and Accounts"

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about.

Job Description:

OFFICIAL TITLE: Staff Associate, Functional Administrator and Accounts
SUPERVISION RECEIVED: Director of Conference and Event Services
SUPERVISION EXERCISED: May supervise work study and/or student employees, as assigned.

General Statement of Duties: The incumbent is responsible for the comprehensive administration and support of the university's room scheduling system (25Live), ensuring efficient, accurate, and optimized non-academic use of campus facilities. This role serves as the primary liaison for system users, providing training, troubleshooting, and ongoing support, while maintaining operational oversight of scheduling processes, system configurations, and data accuracy. The position also oversees related financial functions, including billing, account reconciliation, and budget support, in coordination with the Controller and Fiscal Affairs. Regular collaboration with campus stakeholders is essential to enhance system functionality, support event logistics, and contribute to financial reporting and planning processes. This role may require occasional evening and weekend work based on event needs.

Responsibilities:

• Responsible for the overall system administration of the university's room scheduling software (25Live). Provides guidance, expertise, and oversight in the facilitation of efficient and optimized non-academic scheduling of university facilities.
• Serves as the primary contact for reservation system end-users—providing support, training, and managing rights/authorization within the system.
• Develops/updates training manuals and programs and conducts training for end-users on a regular basis.
• Manages day-to-day system operations including, but not limited to: security group assignments, scheduling/editing blackouts, task flow management, and room/resource inventory updates.
• Responsible for internal pre-event check-in procedures.
• Troubleshoots system malfunctions, resolves incidents, and consults/coordinates with 25Live representatives.
• Generates/assigns custom reports to ensure accurate and consistent flow of information regarding facility usage to campus partners as needed.
• Collaborates with campus partners to improve functionality of calendar publication to ensure accuracy of information posted on the University calendar.
• Attends weekly Logistics Meetings.
• May work nights and weekends as necessary. Participation in events at irregular hours will be scheduled based on event need.
• Oversees billing/accounts receivable functions in coordination with WSU Controller ensuring accurate billing and recording and collection of amounts due.
• In coordination with WSU Controller and Fiscal Affairs staff, issues dunning notices for non-payment and assists with sending overdue accounts to collections.
• Prepares requisitions/purchase orders, processes invoices, journal budget transfers, and employee reimbursements.
• Reviews and records transactions in the general ledger and subledgers as appropriate, limiting use of off system databases and when necessary, reconciles with internal off system databases in coordination with the Fiscal Affairs and budget staff.
• In coordination with the WSU Controller and other budget and fiscal staff, assists in collecting/organizing financial data for monthly, quarterly, and end-of-year financial reports using a departmental P&L statement.
• Assists with annual budget process.
• Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
• Responsible for contributing to the WSU Strategic Plan.
• Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
• Performs other duties as assigned.

Requirements:

Required Qualifications:

• Bachelor's Degree.
• Minimum 2 years of experience in field of event and/or facility management.
• Excellent computer skills including proficiency in Microsoft Office, especially Excel.
• Knowledge of basic bookkeeping procedures.
• Familiarity with finance procedures and policies.
• Good math skills and the ability to spot numerical errors.
• Detail orientated and strong communication skills.
• Ability to balance multiple tasks, meet deadlines, and work independently.
• Must demonstrate a high degree of judgment, problem solving and resourcefulness.
• Must have commitment to excellent customer service.

Preferred Qualifications:

• Experience with the 25Live (College Net) reservation system.
• Experience in event coordination.

Additional Information:

This is a full-time, benefited, exempt, professional APA position. The firm annual salary range for this position is $58,000-$62,000, commensurate with relevant professional experience and education.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes: a choice of 8 different pre-taxed, health insurance plan options; a choice of pension or 401(a), and supplemental plan retirement options; life insurance up to 8x the annual salary; long-term disability coverage; dental insurance; 20 vacation days accrued per year; 15 sick days accrued per year; 5 personal days per year; paid holidays; tuition remission for self, spouse, and dependent children; and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.

Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

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