Business Operations Coordinator - Gimm

Boise State University, powered by creativity and innovation, stands uniquely positioned in the Northwest as a metropolitan research university of distinction. Learn more about Boise State and the City of Boise at https://www.boisestate.edu/about/

Boise State University is building an inclusive community of faculty and staff whose unique skills, cultural contributions, work history, and perspectives create a rich and rewarding academic experience for our students. Research demonstrates that people thrive when they feel welcome, respected, and inspired. We seek applicants who are committed to helping us achieve our vision of a diverse and inclusive community. Applications from members of historically marginalized groups, including women, BIPOC (Black, Indigenous, and People of Color), those with disabilities, members of the LGBTQ+ community, those who have served in the military, and members of other underrepresented communities are strongly encouraged.

This position manages day-to-day activities to ensure the department is running efficiently and meets the expectations and needs of customers and staff. Assists with the management/administrative aspects and has operational control of a range of projects. May work on assignments related to project development and management initiatives, internal operating procedures, business processes and policies.

Join our dynamic team as the Games Interactive Media and Mobile (GIMM) Program Coordinator! We are seeking an organized and outgoing individual with a passion for fostering collaboration between faculty, students, and the community. As the GIMM Program Coordinator, you will play a pivotal role in coordinating program activities, managing budgets, and maintaining lab inventories. Your strong marketing skills will be essential in promoting program initiatives and engaging with diverse stakeholders. If you thrive in a fast-paced, innovative environment and possess excellent organizational and communication abilities, we invite you to apply and be a key player on our team.

Entry-level professional with limited or no prior experience to contribute on a project or work team. Incumbent learns to use professional concepts to resolve problems of limited scope and complexity under close supervision while achieving day-to-day objectives. Works on developmental assignments that are initially routine in nature, requiring limited judgment and decision making. This level is typically focused on self development. Requires theoretical knowledge through specific education and training.

60% of Time the Business Operations Coordinator must:

• Responsible for various processes and liaison with other units such as Human Resources, research support, financials, data management and communication.
• Directs customer service and support functions. Assists in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans. May lead efforts to recruit new employees with the goal of attracting and retaining qualified individuals. Manages quality assurance programs.
• Serves as liaison to other team members, including interacting with managers of different areas of the organization, presenting findings to stakeholders and higher management as well as training and supervising new employees and tracking and measuring staff performance.

35% of Time the Business Operations Coordinator must:

• Coordinator and support of academic planning accreditation, compliance, curriculum changes, and academic analytics.
• Responsible for various processes and liaison with other units such as Human Resources (DRC), financials, and data management.
• Assists in performing all tasks necessary to achieve the organization's mission and help execute staff succession and growth plans, in collaboration with departmental leadership. May lead efforts to recruit new employees with the goal of attracting and retaining qualified individuals.
• Work closely and collaboratively to coordinate proper scheduling of special events into the standard curriculum.
• Process relevant financial transactions to ensure accurate monthly and annual budget reports for the director's review.
• Travel Support: Assist with prepayment of travel expenses and processing travel and expense forms for the GIMM Program Director and all faculty members.
  
• Financial Support:

  • Monitor and maintain budget activities for local and work-study accounts. Assist
    GIMM Director with expenditure decisions based on budget balances for the daily operations of the GIMM Department and Degree Program. Process financial transactions on a daily basis.

  • Reconcile and prepare monthly budget reports detailing expenses for review with the Director.

  • Prepare budget adjustments as needed to effectively and efficiently use office funds.

  • Initiate Payment Requests or p-card purchases for office expenses. Reconcile
    monthly p-card expenses for office and other staff members.

  • Run weekly and monthly detail and summary reports on the Oracle financial system.

  • Run Work study and student payroll reports to track expenditures and ensure
    Accuracy.

  • Liaison with General Counsel on annual contract renewals. Work with General
    Counsel and Purchasing to establish sole source and master agreements for new contacts and annual reviews.

• Physical Office/Space and Workflow Maintenance:

  • Coordinate maintenance of office copiers, scanners and fax machines.

  • Schedule rooms for all office webinars, meetings, and training, as needed. Ensure equipment is operational.

  • Support events planned outside the university (ex: reserving space off campus).

  • Responsible in maintaining an inventory of all curriculum based computers and equipment for the GIMM Degree Program. Troubleshoot situations where technology or procedures have failed and intervene to resolve the issues. Serve as the team liaison to the I.T. department and Help Desk.

• Department Leadership and Support: Provide departmental and divisional support by participating in various hiring committees, GIMM Department and College of Arts & Sciences events and initiatives.

  • Assist other staff members with special events and programs as requested by the
    supervisor.

• Anticipating work flow needs: Maintain central administrative files for the department with maximum retrieval effectiveness; create and maintain systems for shared organization.

  • Place parking requests with University Event Services for events and visitors to the GIMM Department.

5% of Time the Business Operations Coordinator must:

• Perform other duties as assigned.

• Ability to multitask and delegate.
• Excellent oral and written communication skills.
• Demonstrated ability to work well under pressure and with tight deadlines.
• Ability to perform a wide range of duties and tasks.
• Ability to interact effectively as a member of a team and work collaboratively with faculty and staff.

Bachelor's degree or equivalent experience

Working knowledge of Boise State processes and systems preferred. 

Salary range is $47,195.20 - $58,988.20 annually, and is commensurate with experience. Boise State University is committed to offering a benefits package that provides health and financial protection plans as well as resources to promote health and well-being. Our program provides flexibility so you can choose the benefits that are right for you and your family. Learn more about our benefit options at https://www.boisestate.edu/hrs/benefits/.

Please submit a resume and cover letter detailing your qualifications and interest in the role.