Business Operations Coordinator - Internal Only
Boise State University

Boise, Idaho

This job has expired.


About Us:
Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/

Boise State University is building an inclusive community of faculty and staff whose unique skills, cultural contributions, work history, and perspectives create a rich and rewarding academic experience for our students. Research demonstrates that people thrive when they feel welcome, respected, and inspired. We seek applicants who are committed to helping us achieve our vision of a diverse and inclusive community. Applications from members of historically marginalized groups, including women, BIPOC (Black, Indigenous, and People of Color), those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are strongly encouraged.
Job Summary/Basic Function:
This position manages day-to-day activities to ensure the department is running efficiently and meets the expectations and needs of customers and staff. Assists with the management/administrative aspects and has operational control of a range of projects. May work on assignments related to project development and management initiatives, internal operating procedures, business processes and policies.

This position is open to current, regular Boise State University employees only.
Level Scope:
Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self development. Requires theoretical knowledge through specific education and training.
Essential Functions:
Fiscal Management:

  • Management of 2 federally funded grants; track 4 project's budgets for the five year federally funded grant cycles (totaling approximately $936,000 per year; that serve 1500 students and 21 schools); this includes auditing grant budgets for appropriate posting of expenditures to all projects during roll over of the year-to-year grant budget periods and at completion of the five-year grant cycles for all awarded grants.
  • Examination and audit of all calculation of grant splits for all expenditures for 2 grants for compliance with established department procedures and US Department of Education legislation and regulations. Continuous communication with the Office of Sponsored projects office and Purchasing department to resolve budget questions and approvals.
  • Monitor and research university accounting data for a fifth department local clearing account that student expenditures post to prior to grant split calculations; from researched accounting data and each grant's student participation statistics, develop grant split percentages, prepare, and submit correcting entries to Office of Sponsored Projects posting expenditures to each of the grants with appropriate splits according to the student participation percentages.
  • Analysis of budget data; development of quarterly projection reports of fixed expenses for each grant; submit, meet/review financial reports with Project Director and project staff for planning of each school year.
  • Reconciliation and approval of monthly, university credit card (P-card) statements of 10 project staff transactions. Access the contracted bank's on-line database to approve project staff transactions, including split transactions, into the on-line database posting to the appropriate projects and account codes for the bank's database to upload to the university accounting systems. Work with the Purchasing department on P-card developing new processes for the program and training and retraining 10 staff that use P-cards monthly for program expenses.
  • Monitor cardholder compliance to university, state, and federal guidelines for all purchases monthly; responsible for follow up and documentation of compliance actions as needed; follow through to correct all issues and assure that all documentation is collected; submit to Project Director for approval; archive all monthly statements.
  • Access multiple university systems and reports and utilize accounting principles to determine all department expenditures are posted in compliance with university policies and US Department of Education legislation and regulations.
HR Support
  • Work with confidential information daily. Audit bi-weekly employee payroll and assist with issue resolution, prepare correcting entries to correct posting errors. Personnel administration of documentation and yearly processes; EAF for employee contracts, Mobile Communication Agreements, Telecommute Forms, Personal Vehicle Use Memo, Conflict of Interest Forms, Policy Manual Review, additional training as required.
  • Supervising of TRIO ETS Office Staff including, Administrative Assistant, Office Assistant, and Student office employees include, delegate, train, coordinate, and plan of office processes and procedures.
  • New Hire Paperwork processed and training on processes and procedures
  • Prepare forms and submit requests to the Office of Sponsored Projects, Accounts Payable, and Travel department into the university accounting system for advance spending requests, budget adjustment requests, correcting entries, payment of departmental billings.
  • Develop and monitor financial accounting data for six project's grant required soft ledger for compliance and submission to Project Director; meet with Project Director monthly and review budget and expenses.
  • Quarterly scheduled meetings with the Office of Sponsored Administrator to review expenses and for compliance with US Department of Education legislation and regulations.
  • Primary contact for all department billings from vendors and Accounts Payable; process all vendor payments via university payment processes (POs and payment requests, expense reports, etc.); communicate with the university's budget office, accounts payable office, establish new vendors with university accounts payable, resolve any vendor issues.
  • Communicate and coordinate with other TRIO Programs at the university to ensure appropriate program memberships are processed for essential program functions. Communicate and monitor to complete required processes for shared program staff including, purchasing, contracts, travel, expenses, time and effort reports.
  • Coordinate with CMEO Business Manager regarding charges, grant budget and expenses. Reconcile any outstanding questions/charges.
  • Coordinate process for project staff and participant travel including, documentation for travel authorizations, appropriate approvals, per diem calculations, travel reimbursements, and monthly mileage reimbursements, student related documentation-attendees list, meal and refreshments summaries, Clery Act and report for total expenditures.
  • Assist event coordination with needed contracts, purchasing requisitions and spending increase requests. Communicate with the Office of General Council, Purchasing and Office of Sponsored Projects departments, determine the event percentage of cost for expenses.
  • Training for new staff and as requested for department processes and procedures.
Knowledge, Skills, Abilities:
• Ability to multitask and delegate
• Excellent oral and written communication skills
• Demonstrated ability to work well under pressure and with tight deadlines
• Ability to perform a wide range of duties and tasks
• Ability to interact effectively as a member of a team and work collaboratively with faculty and staff
Minimum Qualifications:
Bachelor's degree or equivalent experience

Preferred Qualifications:
Bilingual Salary and Benefits:
Salary is $46,000 annually. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.
Required Application Materials:
Resume and cover letter

Advertised: January 26, 2023 Mountain Standard Time
Applications close: February 2, 2023 11:55 PM Mountain Standard Time


This job has expired.

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