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Job Summary

A cover letter is required for consideration for this position and should be attached as the first page of your resume. The cover letter should address your specific interest in the position and outline skills and experience that directly relate to this position. In your cover letter, please indicate how you discovered this opportunity.

Job Summary

Market Title:  Administrative Specialist (100231)


Working Title:  Business Coordinator 


Finance and Administration
Office of University Development

Reports to:    Senior Director, Finance and Administration

Supervises directly:    N/A

Position summary:    The Business Coordinator’s responsibilities includes assisting the Senior Director of Development Finance & Administration with review, analysis and preparation of the Office of University Development annual operating budget based on actual performance, previous budget figures and estimated revenue.  This involves financial auditing, tracking, reporting and forecasting of expenditures for assigned departmental units.   The Business Coordinator handles sensitive and confidential Human Resources responsibilities including processing of HR paperwork and assisting with HR questions and issues.  Participates as part of a collaborative team and contributes to the team’s success by sharing the benefits and knowledge from previous experience. 

 

Responsibilities*

Financial Management (35%)
*    Serve as lead Budget analyst for assigned units, providing insight on the needs of the units, and identifying trends and unique requirements.


*    Monitor monthly activity across assigned departmental units.  Review transactions for correct classification and relevance of expenditures and revenues.  Take corrective action to ensure errors are resolved.  


*    Run monthly and quarterly financial reports in Business Objects.  Extract financial data from University systems, analyze data and prepare reports.  


*    Prepare and run various ad-hoc expense reports for a variety of cost tracking and analysis review.  


*    Process journal uploads and “service unit billings” as needed. 


*    Process requests to change and/or add chartfields and shortcodes. 


*    Work with unit Managers/Directors in developing, understanding and monitoring their budget.


*    Oversee and collaborate with units for Shared Service requests.

 

Procurement (20%)
*    Provide guidance to Units on purchasing decisions, using the University’s preferred buying methods, including contracts where necessary.  Facilitate and coordinate approval of agreements and contracts.


*    Serve as a resource to the Financial Administrative Coordinator for Unit requests for Purchase Orders (PO), non-PO voucher and People Pay payments.  


*    Audit and approve online Concur Expense reports for Management Team members in assigned departments for compliance with the University and Development policies, as well as verifying accurate account coding and chartfield distribution.   


*    Serve as subject matter expert and counselor for Concur to ensure new employees are trained by their home department for processing Concur Expense Reports.


*    With Finance & Administration team, review travel and hosting guidelines and individual card limits annually, and revise as necessary – conduct training with P-Card holders, as required, to ensure University and OUD policies are understood.   

 

Human Resource Administration (20%)
*    Handle sensitive and confidential HR issues.  


*    Serve as backup for posting jobs.  Process student temp appointments for assigned departments.


*    Process (PAR) personnel changes in Wolverine Access Human Resource system for new, reclassified and open positions, additional pays and termination workflow for OUD employees.  


*    Review, track, and process tuition reimbursements, and moving and relocation expense advances and reimbursements.


*    Meet with new employees as part of the OUD onboarding process to familiarize them with relevant policies and identify University and Office of University Development resources available.  


*    Conduct on-boarding and off-boarding meetings with OUD employees. 


*    Manage “leave” process for OUD employees.


*    Assist staff with questions or concerns regarding their pay and accrual usage.  Work with Shared Service and/or Payroll to resolve any timekeeping or Payroll issues.  


*    Serve as a resource to supervisors in making decisions compliant with HR policies and to OUD staff in answering questions related to University and OUD HR policies.

 

Other Analytical Projects/Responsibilities (25%)
*    This position will review and prepare special reports for Office of University Development departments.


*    Identify areas where special analytical attention is required including identification of issues, comparing and evaluating courses of action, and leading decision making process through implementation.


*    Provide assistance and backup for Assistant Director and the other Business Coordinators.


*    Provide training and guidance for new staff within Finance and Administration.


*    Participate in the review and writing of OUD policies and procedures, e.g. vehicle, travel, hosting.  


*    Lead / Assist with Annual Internal Controls cap analysis and certification, including PCard, cash/check/credit card handling/processing, and HR process reviews. 


*    Perform other financial and administrative duties and special projects as requested to meet fiscal year goals.


*    Participate on Office of University Development (e.g PSP, Spirit Committee, DART Event system, etc.) and UM committees when appropriate.

 

 

Required Qualifications*

*    Bachelor's degree or an equivalent combination of education and experience. 


*    Reasonable knowledge of and experience with Microsoft and Google suites (e.g. Microsoft Excel, Word and Google Sheets and Docs), and Business Objects or comparable program.


*    Must be dependable and exercise initiative and sound judgment.


*    Demonstrate strong organizational skills with the ability to work independently and within a group environment.  


*    Ability to interact and communicate effectively with a wide variety of people.  Excellent communication skills.


*    Ability to maintain confidentiality.  Many aspects of this position are confidential, and must be treated as such.


*    Ability to work extra hours as needed.

 

Desired Qualifications*

*    Strong working knowledge and experience with the MPathways General Ledger, Procurement, HR and Payroll systems, MReports and Business Objects Data Warehouse.


*    Knowledge of University financial and Human Resource policies and procedures.

 

Additional Information

For additional information about this position and to review other current openings in Development, please visit our website at: www.giving.umich.edu/careers

Mission Statement

The Office of University Development maximizes private support for the University of Michigan through high-quality collaboration with the development programs of schools, colleges, and units. We also provide fundraising leadership through the stimulation and facilitation of healthy, productive and life-long relationships with our colleagues, alumni, friends, foundations and corporations.

Application Deadline

Although the Posting End Date may indicate otherwise, this job may be filled and closed anytime after a posting duration of seven calendar days.

U-M EEO/AA Statement

The University of Michigan is an equal opportunity/affirmative action employer.