Business Operations Coordinator

Job Description

Be the operational backbone behind Champlain's finance and business operations. Champlain College seeks a Business Operations Coordinator to support the financial, administrative, and operational functions of multiple campus departments, working most closely with Finance and Advancement. You will exercise independent judgment in applying institutional policies and regulatory requirements, safeguard the integrity of financial and donor records, and serve as a trusted resource and liaison for college personnel, vendors, and external partners.

You'll review and improve the College's financial and administrative processes and bring structure and reliability to the day-to-day business of running our departments, from gift processing and expense oversight to purchasing and administrative operations.

The ideal candidate is analytical, accurate, and service-minded, with the discretion to handle confidential information, the confidence to work independently, and the flexibility to adapt as needs evolve.
Key Responsibilities
Gift Processing & Donor Records

• Evaluate gifts, pledges, and matching gifts against donor intent, institutional policy, and IRS regulations; determine recording treatment and resolve exceptions
• Establish and apply gift recording and acknowledgment standards, determine tax-receipting requirements, and advise Advancement on gift treatment questions; coordinate gift transfers and reporting with Student Accounts and Finance
• Ensure the integrity of donor and gift records by resolving data issues and recommending improvements to recording practices

Financial & Expense Management

• Review financial, purchasing, and gift-processing workflows, propose process changes, and implement approved improvements
• Monitor expenditures and encumbrances, reconcile balances against Oracle reports, investigate variances, and recommend corrective action
• Determine whether invoices and P-Card expense reports align with College policy and budget designations; take corrective action on items out of alignment and escalate issues as needed
• Analyze financial data and contribute to budget preparation and reporting, identifying trends and variances for department leaders

Procurement & Vendor Operations

• Determine whether purchase requisitions align with College purchasing policy and take corrective action on those that do not
• Negotiate pricing and terms with vendors and resolve receiving, invoice, and change order issues, working with Finance as needed
• Oversee software licenses, vendor insurance certificates, and organizational service accounts, and monitor vendor compliance with College requirements

Administrative & Campus Liaison Operations

• Coordinate the receipt and routing of shipments and equipment, resolve delivery issues, and maintain accurate operational records
• Act as a primary point of contact for college personnel, vendors, and partners, advising on policies and procedures and resolving issues independently or escalating as appropriate
• Train and advise department staff on purchasing, P-Card, and gift-processing procedures, and lead cross-departmental process improvement projects; perform related duties as needed

Requirements

• Bachelor's degree in Business Administration, Operations Management, or a related field, or an equivalent combination of education and experience
• 3+ years of progressively responsible experience in administrative, financial, gift processing, purchasing, or operations roles, including evaluating and improving business or financial processes
• Strong analytical, budget tracking, and reconciliation skills with exceptional attention to detail, and the ability to exercise sound judgment, prioritize competing demands, and work independently with limited supervision
• Excellent communication, negotiation, and conflict resolution skills, with the discretion to handle confidential donor and financial information
• Proficiency with Google Workspace, Microsoft Excel, and an ERP such as Oracle Cloud; donor database experience is a plus
• Ability to work cross-functionally with directors, staff, and faculty, managing work independently and delivering results

Working Arrangements

• Full-time, on-campus position in Burlington, Vermont, with flexibility for hybrid work
• Standard business hours, Monday through Friday, with occasional evening or weekend hours for special events
• Extensive computer use, occasional travel between campus buildings, and the ability to lift up to 25 pounds

Compensation & Benefits

• Annual Salary: $52,000 - $57,000
  • Placement within the range is based on relevant education, experience, skills, and internal equity.
• Comprehensive Benefits Package:
  • Health Coverage: Medical, dental, and vision insurance with HSA and FSA options
  • Paid Time Off: 16 holidays, 4 weeks of vacation, 2 weeks sick time, and 2 days of personal leave
  • Retirement: 403(b) plan with 3% employer matching contribution
  • Education: Tuition benefits for employees and family members
  • Wellness: Gym discount and Wellness programs with up to $300 annual incentives
  • Welfare: Short-term and long-term disability coverage, plus life insurance
  • Other Perks: Employee Assistance Program (EAP) with counseling services, access to employee discounts and local/national benefit programs

Application Instructions:

To apply, please follow the link below and submit the following application materials:

• Resume/CV
• Cover Letter addressing the desired qualifications and how your experiences contribute to the academic excellence and inclusive community at Champlain College.

The College seeks candidates who can enhance its mission through their work, life experiences, service, teaching, or research. Please include specific examples of how you would contribute to these efforts in your Cover Letter.

To streamline our hiring process and ensure fairness for all candidates, we manage all recruitment communications through our online application system. Please do not call regarding your application status. We'll reach out directly if we'd like to schedule an interview.

The successful completion of a criminal background check is required as a condition of employment.

Champlain College does not discriminate on the basis of race, creed, color, national origin, place of birth, ancestry, religion, age, sexual orientation, sex, gender identity, veteran or military service status, HIV -positive status, qualified disability, or on the basis of any other status protected by law, and does not discriminate in the administration of its education and admission policies, scholarship and loan programs, employment practices or co-curricular and other College-administered programs. Champlain College will make reasonable accommodations for otherwise qualified students, applicants for admission or employment, or employees.

Champlain College is committed to fostering an inclusive and welcoming community. We believe that bringing together individuals with different backgrounds, perspectives, and experiences enriches education and strengthens our community. At Champlain, all members are valued as individuals and respected for their unique contributions.

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About Us

Founded in 1878, Champlain College is a small, private, not-for-profit college in Burlington, Vermont overlooking Lake Champlain and the Adirondack mountains. Its career-driven approach to higher education prepares students for professional life from their very first semester. For the fifth year in a row, Champlain was named a "Most Innovative School" in the North by U.S. News & World Report's "America's Best Colleges" 2020 regional rankings and ranked #9 on The Princeton Review's "2025 Top Schools for Game Design."