Business Operations Specialist

Special Instructions to Applicants

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

The Business Operations Coordinator coordinates procurement, accounts payable, and purchasing card activities for Physical Plant operations, including multi-million-dollar construction projects. Reviews purchasing and payment documentation for compliance with University and state purchasing requirements, processes and monitors purchase orders and vendor payments, administers Physical Plant purchasing card transactions, and maintains vendor compliance documentation. Provides financial and administrative support to the Business Operations Manager, including reconciliation and reporting activities.

Primary Duties and Responsibilities

• Coordinates accounts payable and procurement activities for Physical Plant operations and construction projects, including maintaining more than 165 standing and open purchase orders, processing invoices and payment vouchers, monitoring outstanding payments, and researching and resolving vendor statement discrepancies.

• Reviews procurement documentation for completeness and compliance with University policies and state purchasing requirements prior to entering requisitions and processing payments. Maintains supporting documentation, including advertisements for bid, bid tabulation sheets, contracts, purchase orders, invoices, and other required purchasing records.

• Administers purchasing card activities for Physical Plant personnel, including card distribution, transaction review and reconciliation, verification of supporting documentation, appropriate account coding, and reconciliation of monthly purchasing card signature reports.

• Coordinates special check requests for accounts payable and payroll and ensures appropriate documentation and distribution. Assists the Business Operations Manager with financial reconciliations, reporting, record maintenance, and other business operations activities.

• Coordinates vendor and operational purchasing activities, including maintaining Certificates of Insurance (COI) and administering uniform ordering and distribution for approximately 150 Physical Plant employees. Reviews vendor invoices and allocates charges to the appropriate Physical Plant departments and accounts.

• Performs other duties as assigned.