Business Affairs Manager | East Carolina University - Military Veterans

Job Duties: The Business Affairs Manager is responsible for the fiscal operations of ECU Transit. It serves as the primary point of contact for accounts payable/receivable, oversees the department's procurement processes, and manages all departmental travel requests/reimbursements. It is responsible for all student and temporary hiring processes, completes initial review of all applicants for student positions, and manages student conduct/ GPA /schedule checks. This position supervises a Payroll Coordinator and also serves as a SuperAdmin in Kronos with responsibility for maintaining departmental timekeeping standards and guidelines. All Transit contracts for apartment complexes are overseen by this position, with responsibility to collect revenue, confirm performance of agreed-upon services, and work with Legal/Materials Management on updating and appropriately executing. This position also works with vendors on service/maintenance contracts for technology and services (Clever Devices, NextBus, TransLoc, Enterprise). The Business Affairs Manager performs monthly walk-throughs and visual inspection of all indoor/outdoor facilities, and submits work orders as needed through ECU AIM work order system to coordinate repairs/maintenance with Facilities and private contractors. This position is responsible for managing inventory of all supplies for ECU Transit, and ensures sufficient office, copy room, and storage supplies as well as procurement of uniforms and coordinates with ECU Surplus Office for appropriate disposal of state-owned property and vehicles. Finance Ensure departmental compliance with spending, budget, and university guidelines Ensure appropriate oversight, compliance, checks and balances and audit guidelines with all departmental financial processes Monitor monthly expenses and transactions for proper account coding and appropriate spending limits based on adopted/approved budget and line-item spending limits Ensure timely and accurate payment of departmental invoices Ensure timely review/payment of fuel invoices ($400,000 annually) to NCDOT (gas and diesel) and Greenville Utilities ( CNG ) Ensure timely review/payment of monthly maintenance contract invoices Gregory Poole, Cummins, White's ($1,000,000+ annually) Extensive use of all Banner systems is required Regular use of PORT for purchase orders/payment to vendors Coordinate with Materials Management and ITCS for contracts and payments over $5,000 and technology/software review Ensure payment and renewal of service/maintenance contracts for Transit technology hardware/software Clever Devices ($75,000), Remix ($35,000), TransLoc ($15,000) Regular use of Procard for payment to vendors with $25,000 monthly limit Perform monthly reconciliation on all revenue and expense accounts Prepare and ensure monthly reports are submitted to the Division Prepare monthly financial reports for the Director Prepare financial reports for quarterly and annual reports Assist in annual budget preparation process Stay current on ECU records retention guidelines and ensure departmental compliance and appropriate records removal/storage/destruction Perform collections for charter services $750,000 annual revenue Make all departmental deposits into appropriate accounts following all ECU guidelines Handles all incoming and outgoing departmental mail service Departmental travel administrator travel preauthorization and post travel reimbursement Utilize/setup U-Store for departmental online credit card payments Maintain bus service contracts for apartment communities 3 updates & legal review annually Ensure contracts are properly executed for over 1 million dollars of annual revenue Work with clients and ECU Legal and Materials Management for updates and proper tax paperwork Ensure collection of revenue & reconciliation of accounts Manages leased Enterprise Rent a Car vehicle fleet coordinates service/inspection/mileage/vehicle change out/invoices ($40,000 annually) Administration Provide administrative support to the departmental Director Manage the Director's calendar, respond to meeting requests, setup meeting/calls Communicate directly with faculty, staff, and students on behalf of the Director Generate correspondence on behalf of the Director to internal and external constituents Ensure departmental compliance with university policy for record keeping and retention Ensure departmental compliance with documentation of financial/HR/timekeeping procedures Supervise/manage all departmental inventory and supplies Utilize the ECU work order system for facility maintenance and repairs Serve as departmental representative for fixed assets and surplus property Human Resources Departmental SuperAdmin for Kronos timekeeping Review/approve time for department as departmental approver Oversee departmental Kronos guidelines Provide guidance and oversight for job postings for student and temporary positions Coordinate full-time postings Ensure compliance and approvals for hiring proposals Manage HR functions for all full-time and temporary employees Work with Campus Living and Student Affairs Business Office staff on personnel matters Direct/oversee/provide approvals to Payroll Coordinator position Review employee records to ensure that department maintains current and accurate records for 100+ students/20+ temporary/15 full-time Serve on hiring/discipline committees as needed Supervision Provide direction and oversight to Payroll Coordinator position Perform timely intermediate & annual evaluation and goal setting for employee(s) Special Instructions To Application: Please ensure your full range of knowledge, skills, abilities, experience and education are listed on your application. Do not write 'see resume' on your application when completing the job duties section. If you answer the questions at the end of the application, please ensure your application reflects the knowledge, skills, abilities and experiences to support your answers (see job duties section of previous employment). Failure to answer the questions at the end of the application will not preclude your application from being considered but may result in your application not receiving full consideration of your knowledge, skills, and abilities. Applicants must be currently authorized to work in the United States on a full-time basis. Minimum Education/Experience: Bachelor's degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions. Full time or Part time: Full Time Position Location (city): Greenville Position Number: 001272 Organizational Unit Overview: ECU Transit is responsible for providing a full range of transit services essential to the successful operation of the university. ECU Transit receives most of its funding through a special transit fee that is assessed to students as part of their university fees. As an essential department within the Division of Student Affairs, ECU Transit has two primary purposes: (1) to provide safe, reliable, efficient, and environmentally responsible transportation services to the university community; and (2) to provide a learning laboratory for students to learn and refine business management, communications, public relations, and planning skills. The department consists of full-time administrative staff, contract maintenance staff, and 150+ part-time student employees. Transit services are available to support student activities, academics, campus operations, residence life, and the campus community. Over two million passenger trips are provided annually to students, staff, faculty, and visitors on established, advertised routes, to, from and around East Carolina University and the City of Greenville. Services are provided with a fleet of over forty vehicles including: thirty, thirty-five, and forty-foot heavy-duty transit buses, light transit vehicles, passenger vans, and ADA compliant vehicles. In addition to bus services, ECU Transit provides a point-to-point van service called SafeRide to supplement the night-time bus routes and to offer a safe, convenient transportation alternative to areas not specifically served by a bus. Charter services are available to any university recognized organizations, departments, and groups attending university sponsored events any day of the year. Charter services consist of parking shuttles, in town trips, out of town trips and multi-day overnight trips. Transportation is provided using light transit vehicles, transit buses, and highway motorcoach buses. ECU Transit is an essential component of the on-campus and off-campus living experience at ECU . Necessary transportation is provided to students who would not have any other means to get to, from and around our campuses. ECU Transit also partners with apartment complexes greater than 500 beds to provide their student residents with express transit services during the academic sessions.