Administrative Coordinator

This position is responsible for the Administrative and Office support for the EMS Academy (EMT, Paramedic, Fire, and EMA). This position is responsible for managing the unit's invoicing and cost center. The position also is responsible for managing, coordinating, and scheduling all class offerings offered in the Hazards Programs, as well as registering students and assisting faculty and the Program Director in all necessary tasks for the hazard's programs, including the unit budget and financial analysis of the unit. Manages and coordinates plans operations for the department/division which may include managerial reporting, budget support and process improvement. Monitors and reports on monthly budget variances to improve performance making recommendations to senior management. Oversees approval, payment and reports of expenditures. Monitors contractual obligations and ensures consistency with departmental budget and programmatic in. Evaluates existing internal controls and approval for compliance with University policies and procedures. Ensures employees are trained on controls within the function and on University policy and procedures. Assist with start of term processes, classroom signs, memos, syllabi copies, faculty packets, JB Learning Manage the data input including the request and creation of class offerings in the Colleague student system Coordinate processes with various units: cashier's office, registrar, financial aid, and admissions Assist in overall budget management and serves as the budget preparer for the area Manage the operational relationships with the building landlord regarding all maintenance requests Reviews and distributes curriculum, syllabi, and faculty packets relative to the programs, including High School EMS program Processes all ordering of Fire/EMT supplies necessary for students in the Hazards programs Processes all payments (purchase orders, rent, insurances, maintenance, governmental charges, etc.) in accordance with the approved budget Manages the input, request and application and registration for class offering through the Salesforce and Colleague systems Assists with the documentation setting forth the necessary elements of procedures, policy, rules, and regulations necessary for the site's efficient operation , as well as DOE compliance Manage budget and perform monthly cost and productivity analysis Submit budget revision requests needed Coordinate reports for disbursements and informative reports for management's reviews Presenting recommendations for changes and/or improvements, as well as monetary control Facilitating/Assisting Division Director with future enrollment projections to determine budgetedrevenue Develop proposed budget proposal for the expenses the department will incur as a whole Monitoring enrollments and revenue received compared to budget vs. previous year(s) Provides data when needed for decisions regarding elimination of positions, reduction of contracts and approval of rationale for new positions Serve as liaison between departments; Registrar, Human Resources, AP and Legal department Greet visitors (prospects, applicants, students, faculty, staff, and the public) in a courteous and professional manner Schedule and coordinate meetings, events, interviews, appointments Professionally answer telephone(s), take messages, and respond to caller's inquiries within 24 hours Respond to email requests in a timely manner Provide a variety of information to assist visitors/callers while helping to solve their problems and answer their questions in the most efficient manner Assist Program Director in contacting students who stopped out of the program. Contact enrolled students when class(es) will not be in session due to unforeseen circumstances Serve as liaison with University Administrators Provide students with documentation such as registration confirmations Tracks and monitors American Express charges and approves and verifies all AE transactions assigned to Division of Academic Affairs. Ensure each transition charged to an American Express P-Card is in compliance with University policy/procedure. Reviewing each transaction to individual departmental object codes and individual unit codes Ensure all credits and refunds are processed accordingly via an Expense Report on Workday Initiating and reviewing the process of all Requisitions, Purchase Orders, and Supplier Contracts via Workday for reimbursement and/or payment of expenses Responsible for maintaining data entry integrity. Oversee the quality control procedures and projects. Continuously revise student records, prospect and applicant's information, Division of Academic Affairs Information. Review various issues affecting student's records and billing information accuracies in department. Oversees supply line budgets along with processing of contracts for service agreements Coordinating with the University Purchasing Department, Legal Department and Facilities Management Receiving services re #J-18808-Ljbffr