Finance and External Events Coordinator

GENERAL PURPOSE AND SCOPE OF THE POSITION: We are seeking a highly skilled Finance Coordinator to join our this role you will leverage your technical and functional abilities to support the Director of Finance in financial functions for the campus to provide procurement compliance manage non-student accounts receivable and support and manage external campus event space rentals and budget monitoring and reporting. The ideal candidate will have a proven track record of working independently and a passion for delivering outstanding results in a dynamic environment.

MAJOR RESPONSIBILITIES:

• Responsible for accounts receivable billing & collecting for sponsor and third-party accounts.
• Maintain required documentation for all billing activities in accordance with the Financial Management Manual.
• Research and resolve travel- and procurement-related questions from departments.
• Coordinate vendor setup requests and maintain the frequently used supplier list for the campus and act as the Colleges representative when working with vendors and contractors.
• Verify P-Card transactions and purchasing for compliance.
• Support contract management including initiating approval processes for contracts/service agreements and negotiating supplier agreements for goods and services.
• Handle all inquiries from external partners; gather initial event logistics and check availability of and assign appropriate space; facilitate contract process to confirm reservations.
• Schedule tours of our space and talk through event logistics with external partners prior to their events; prepare and share event diagrams with external partners.
• Collaborate with 25Live Campus Data Administrators to ensure reservations have been added to our system via room scheduling software.
• Effectively communicate all set-up instructions including applicable event diagrams with in-house facilities security and information technology teams.
• Provide administrative support to the Director of Finance and when requested the Vice Chancellor of Finance.
• Assist as needed with campus events receptions and meetings hosted by the Chancellors Office.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA) other applicable regulatory requirements and professional standards.

EDUCATION EXPERIENCE AND OTHER REQUIREMENTS:

Minimum Qualifications:

• Associates degree
• Minimum of 3 years of experience in finance business administration or office management role.
• Technical Skills: Proficiency in financial systems (e.g. Workday Quickbooks) with experience in accounts receivable procurement and vendor processes.
• Analytical Skills: Ability to monitor budgets verify transactions and ensure compliance with institutional policies and regulations.
• Communication Skills: Strong verbal and written communication skills with the ability to provide training and support to staff.
• Problem-Solving: Capable of addressing travel vendor and procurement issues quickly and effectively.
• Teamwork: Demonstrated ability to work collaboratively across departments and with external vendors/contractors.
• Project Management: Skilled in managing multiple priorities tracking deadlines and supporting special projects.
• Customer Service: Commitment to providing responsive solution-oriented support to campus stakeholders.

Preferred Qualifications:

• Preference is that the Associates degree is in Finance or related field.
• Familiarity with public sector or higher education financial operations knowledge of contract management and supplier negotiation and/or experience supporting audits and compliance reviews strongly preferred.

We are looking for a candidate who is committed to an environment where team members feel valued respected and supported. The ideal candidate will demonstrate a strong commitment to a workplace culture that recognizes and appreciates varied perspectives backgrounds and experiences. We are seeking someone passionate about creating and maintaining a team dynamic that encourages open communication and mutual respect.

Ivy Tech is committed to supporting the well-being growth and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions legal consultations financial planning consultations and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 10% employer retirement contribution fully vested after two years

• Basic life insurance equal to annual salary paid by the College with optional supplemental coverage

• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees spouses and dependent children

• Tuition assistance for undergraduate graduate and doctoral programs

• Paid professional development opportunities

WorkLife Balance

• Generous paid time off including vacation sick leave holidays and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships transportation and various retail services

Ivy Tech is proud to offer benefits that support your health your family and your futurebecause when our employees thrive our students and communities thrive too. For more information on Ivy Tech Benefits visit Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race color ethnicity national origin marital status religion sex gender sexual orientation gender identity disability age or veteran status. As required by Title IX of the Education Amendments of 1972 Ivy Tech Community College does not discriminate on the basis of sex including sexual harassment in its educational programs and activities including employment and admissions. Questions specific to Title IX may be referred to the Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.