CECS Business Coordinator

** PURPOSE
* * The CECS Business Coordinator I, under general supervision, provides entry-level business and administrative support for the College of Engineering and Computer Science. The position performs recurring financial and administrative processes, runs and prepares routine reports, maintains records, assists the Business Administrator and Post-Award Administrator with daily operations, and works with department administrators to coordinate routine business matters; decisions, exceptions, and final approvals are referred to the appropriate administrator.
** RESPONSIBILITIES
* *** Business Transaction and Expense Support: 40%
*** Review purchasing, payment, reimbursement, and travel documentation for completeness and accuracy using established checklists and procedures.
* Process routine purchase requests, invoices, payment documentation, non-research travel transactions, mileage reimbursements, and expense reports in the applicable university systems.
* Verify that required quotes, receipts, business purposes and benefits, approvals, and other supporting documents are included; follow up with faculty, staff, students, vendors, and university offices for missing information.
* Prepare routine corrections and transaction support documents for review and approval by the Business Administrator or Post-Award Administrator.
* Monitor transaction and invoice status, maintain supporting records, and follow up on outstanding items through completion.
* Refer unusual transactions, policy exceptions, account concerns, or compliance questions to the appropriate administrator for decision.
** Account Monitoring and Financial Reporting Support: 20%
*** Run scheduled financial, budget, payroll, and transaction reports for assigned departmental, startup, designated tuition, fee, service, gift, endowment, and other university-funded accounts.
* Organize report data, update standard tracking files, prepare routine account statements and summaries for review by the Business Administrator, and provide regular account information to faculty and relevant program or business offices as directed.
* Compare transactions and balances to supporting records, identify apparent discrepancies, and report findings to the appropriate administrator.
* Prepare draft budget transfers, cost corrections, journal entries, payroll cost transfers, new account requests and other recurring financial adjustments based on instructions and established documentation.
* Assist with monthly and quarterly reporting, account reconciliations, fiscal year-end activities, audits, and records retention.
* Maintain organized electronic files and documentation in accordance with college and university procedures.
** Faculty, Student, Payroll, and Program Support: 20%
*** Assist with routine appointment and payroll processes for university-funded and startup-funded student employees and research assistants.
* Prepare appointment, costing allocation, change, and termination documents based on approved instructions, appointment letters, and funding information; coordinate with the GSCS Program Coordinator and CBI Business Office to maintain payroll and travel expense records and research assistant costing allocation information.
* Monitor appointment dates, funding periods, compensation, and costing allocations using standard tracking reports; notify the Business Administrator of items requiring action.
* Prepare tuition and fee payment requests from eligible non-grant accounts and route them for review and approval.
* Provide routine procedural assistance to faculty, staff, and students regarding purchasing, travel, reimbursements, payroll documentation, student appointments, and account reports.
* Assist the Post-Award Administrator with recurring grant-related transactions, invoices, tuition payments, and document collection as assigned, without independent authority to determine allowability or approve exceptions.
** Startup, Administrative, and Office Support: 20%
*** Assist with establishing and maintaining faculty startup and University- or College-level research enhancement fund/account records and standard tracking schedules; coordinate with and assist faculty in developing and monitoring spending plans for startup funds and University- or College-level research enhancement funds/accounts.
* Run startup account reports, update spending records, and prepare draft year-end and return-on-investment reports for review.
* Coordinate routine document collection and follow-up with the…