Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
High school diploma or equivalent high school certification plus three years of work experience, or an equivalent combination of education and experience.
Strong computer skills, including proficiency with Microsoft Word, Excel and Outlook.
Excellent written and verbal communication skills.
Ability to listen carefully, learn quickly, and work effectively in a complex organization.
Ability to prioritize and multi-task effectively.
Exercise a high degree of discretion and confidentiality.
Desire and ability to work collaboratively with colleagues across advancement offices, as well as independently.
Demonstrated ability to build and maintain relationships.
Honesty, integrity, and enthusiasm; a very strong work ethic, supported by commitment and follow through.
Experience with financial, payroll and HR systems, preferably in a Workday environment.
The hiring range for this position is $19.18 - $24.47 per hour.
The Business Coordinator provides financial and HR administrative support for the department including processing daily financial transactions, assistance/coordination for annual budget, system document entry, including HRMS/Workday entries and payroll support. The Business Coordinator reports to the Senior Business Manager, Operations and Administration and is part of the team which has oversight of University Advancement business operations. The Business Coordinator will also work closely with the Senior Business Manager, Advancement Administration and the Executive Director of Advancement Administration.
PRIMARY DUTIES AND RESPONSIBILITIES:
Process, review and approve financial transactions, including check requests, purchase orders, travel reports, travel advances, invoices, interdepartmental orders, budget adjustments, journals, receipt vouchers for deposits, and procurement card transactions. Ensure compliance with Washington University, federal, and department requirements and guidelines.
Maintain department financial files.
Resolve expense reimbursement/financial issues related to transactions.
Assist with gathering and compiling financial data related to surveys and reports.
Manage biweekly and monthly payroll for University Advancement.
Input biweekly and monthly transactions, adhering to established guidelines and deadlines.
Update Time & Labor approvers as needed for existing staff and establish approvers for new staff.
Monitor vacation and sick balances for staff.
Communicate with Advancement staff to obtain necessary documentation and information.
Interact with the Office of Human Resources, the Payroll Office, Systems & Procedures Helpdesk and other offices as necessary to complete job duties.
Prepare payroll cost transfers and journals to adjust when necessary.
Run queries and audit canned and/or ad hoc reports for problems, imbalances, counts, etc. to ensure correct data.
Audit analyze and assess entries via payroll notification and other reports for corrections, unapproved documents and workflow status.
Troubleshoot errors and ensure proper Human Resource management procedures, data integrity and adherence to regulations.
Coordinate federal work study programs as it relates to payroll, in conjunction with the Office of Student Financial Services, Sponsored Projects Office, and others.
Administer personnel activities and the personnel hiring process:
Handle the personnel hiring process from entry of job requisition to completion of applicant hire within the HR system.
Prepare employment confirmation and promotion letters to be signed by Executive Vice Chancellor.
Meet with new employees to complete new hire paperwork, including ID verification as required by HR and provide information on policies and procedures for Washington University and University Advancement.
Create and maintain personnel files for new employees and existing employees.
Process changes to employee job and personal data in HR system.
Coordinate FMLA and other types of leave for department; coordinate with HR to ensure leave has been approved and process appropriate payroll adjustments. Work with employees to ensure questions are answered and assist with FMLA request process as needed. Maintain leave of absence tracking log for University Advancement.
Assist with training and presentations for University Advancement staff.
Other Business Office Functions:
Maintain and distribute quarterly departmental organizational chart.
Maintain University Advancement online staff directory and distribute monthly departmental phone list.
Perform other duties as assigned.
This position is full-time and works approximately 37.5 hours per week.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Internal Applicant Instruction:
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Department Name/Job Location:
This position is in the Department of University Advancement. This position is for the Danforth Campus.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.