Academic Affairs Coordinator
Academic Affairs Coordinator
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Job Description
Title: Academic Affairs Coordinator
Employee Classification:Clerical & Secretarial
Institution:System Office
Department: Academic Affairs
Campus Location: Tennessee Board of Regents System Office
Job Summary
The Academic Affairs Coordinator is responsible for monitoring the Assistant Vice Chancellors departmental budgets including carrying out and monitoring invoicing contract oversight facilitating travel approvals providing support for new budget development and completing cost estimation for new initiatives analyzing trends flags discrepancies and project addition the Academic Affairs Coordinator collaborates with the office of Business and Finance to coordinates the units annual budget process and ensures the accuracy of all finance reporting and compliance with TBR financial policy. This Academic Affairs Coordinator functions in a cross-functional capacity and maintains a dotted-line relationship to the Executive Director of the Digital Learning Collaborative providing direct support for workflow development project coordination and reporting related to DLC initiatives. The role requires regular interaction with system office staff (e.g. procurement business and finance) personnel from TBR institutions (e.g. registrars and finance officers) and external partners to ensure the timely execution of financial and contractual activities.
This position may have the opportunity to work remote within the state of Tennessee but with periodic visits to the TBR System Office (Nashville TN) at the employees expense and potential travel to Tennessee TBR colleges may be necessary.
Job Duties
- 30% - Budgeting: Coordinates the units annual budgets including accurate tracking of expenditures and revenues. Assist in the development of cost and revenue projections. Work closely with TBR Business and Finance staff to initiate revenue transfers and reconcile budget activity. Utilize enrollment data and other performance indicators to ensure accurate billing and cost allocations. - (Essential)
- 30% - Document Management: Coordinates the process of and administration of contracts essential to the units operations including vendor agreements work-for-hire and dual service contracts and interagency agreements. Track reporting requirements and expiration timelines ensure timely renewals and engage in RFP and RFQ processes as appropriate. Review contract-related invoices and monitor disbursements to ensure compliance and accuracy. Participate in project meetings involving contractual components and collaborate with TBR Business and Finance staff as well as campus personnel to support data collection contract drafting and the coordination of project workflows. - (Essential)
- 25% - Project Management: Provide project management support to the Assistant Vice Chancellor including the implementation and maintenance of project tracking tools such as Smartsheet to ensure timely execution coordination and documentation of initiatives. - (Essential)
- 10% - Travel: Coordinate and process travel approvals and reimbursements in accordance with TBR and state travel policies for unit staff. - (Essential)
- 5% - Support TBR goals and initiatives by performing other duties and assignments as requested. - (Marginal)
Minimum Qualifications
Associates degree and a minimum of 3 years of relevant experience OR a high school degree/GED and a minimum of 5 years of experience OR a comparable combination of education and experience
Demonstrated proficiency using Microsoft Office Suite with specific emphasis on Microsoft Excel
Experience coordinating travel arrangements and reimbursements
Experience with records management
Experience with bookkeeping and/or budget coordination.
Preferred Qualifications
Masters Degree
Experience with project management approaches and/or with Smartsheet.
Experience working in higher education or state government
Knowledge Skills and Abilities
Requires ability to liaison with senior staff support staff and institutional administrators.
Must possess excellent oral and written communications skills.
Proficient in MS Word Excel Power Point and Outlook.
Proficient in financial analysis accounting and financial modeling.
Attention to detail in record keeping and file organization.
Ability to efficiently and effectively manage multiple concurrent projects.
Ability to work independently and possess much initiative.
Adept at problem identification and problem solving.
Physical Demands / Working Conditions
Required Experience:
IC
Employment Type
Full-Time
