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Advancement Operations Specialist

Job Details

Posting Details

Position Information

Position Title

Advancement Operations Specialist

Position Type

Staff

Job Number

SA2792122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

05/24/2022

Position Summary Information

Job Description Summary

Reporting to the Advancement Operations Assistant Director, the Advancement Operations Specialist provides operational and administrative support for financial activities under the assigned area within University Advancement: initial review and submission of operating expenses; draft and coordinate contract approvals; generate purchase orders and Concur reports; assist with month-end expense process; research expense history; special finance projects as assigned. Will be cross-trained with other Advancement Operations Specialists to serve as back-up when needed.

Responsibilities

Expense Processing:
  • Serve as liaison between Financial Services (including Purchasing) and the assigned area within University Advancement relating to submission of operational expenses.
  • Review supporting documentation for fiscal compliance, legitimacy, accuracy, and completeness.
  • Provide support for generating expense and p-card reports.
  • Generate purchase orders and monitor activity.
  • Submit and monitor vendor invoices for payment
  • Maintain working knowledge of the financial reporting system, expense reporting system, and fiscal policy.
  • Research and resolve financial posting errors and payment issues.
Contract Coordination:
  • Serve as liaison between Legal Affairs and Risk Management and the assigned area within University Advancement relating to vendor contracts.
  • Obtain documentation requirements (i.e. quote, vendor contact information for Supplier 360 process, insurance documents) to review for policy and business commitments, risk management issues, and compliance.
  • Assist new vendors with Supplier 360 registration process.
  • Draft vendor contracts and coordinate progress of contracts to completion.
  • Maintain accurate contract records and files per institutional policies.
  • Upload certificates of insurance to the Risk Management database.
  • Track and monitor contract termination dates.
  • Track and monitor certificate of insurance expiration dates.
  • Advise users of renewal dates for above mentioned contracts and certificates of insurance.
Fiscal Month-End Support
  • Track and maintain supporting documentation for expense accrual journal entries.
  • Verify timely expensing of prepaids and deposits.
  • Monitor and resolve outstanding encumbrances.
  • Assist with expense research and resolution.
  • Monitor spending and budget variances and make budget transfer recommendations to Advancement Operations Assistant Director.
Required Qualifications
  • Bachelor’s degree or equivalent education and experience.
  • Demonstrated knowledge of basic accounting principles.
  • 2-3 years experience in providing basic accounting support, including monitoring budgets and expenses for multiple departments.
  • Skill with math and an understanding of the sources and relationship of data.
  • Strong technical skills to learn and use enterprise systems: PeopleSoft, Concur.
  • Ability to understand policies and procedures, explain them, and apply them to various situations.
  • Strong organizational skills and meticulous attention to detail.
  • Broad understanding of contract and insurance language and requirements.
  • Experience coordinating legal contracts.
  • Analytical skills to evaluate contracts and perform appropriate follow-up actions and/or ask for additional clarification as needed prior to facilitating approvals.
  • Understanding of different fee structures with the ability to reconcile expenditures.
  • Ability to work independently, prioritize, be flexible and work collaboratively with others
  • Strong communications and interpersonal skills to respond to budget and expense related questions in an understandable manner.
  • Ability to use tact and diplomacy, maintain a high level of confidentiality and work collaboratively with others.
  • Proficient in M/S Office, including Outlook, Word, and Excel.
  • Use of standard office equipment including copier and scanner.
  • Professional appearance, demeanor, and attitude.
  • Proven ability to evaluate date, assess alternatives, and make decisions and/or recommendations as required.
  • Excellent interpersonal skills with a diverse group of individuals at all organizational levels, inside and outside the university.
Desired Qualifications
  • Experience working for a university
  • Knowledge of Chapman University policies and procedures.
Special Instructions to Applicants

Chapman University is an equal opportunity employer committed to fostering a diverse and inclusive academic global community. The University is dedicated to enhancing diversity and inclusion in all aspects of recruitment and employment. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

The University is committed to achieving a diverse faculty and staff and encourages members of underrepresented groups to apply. Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas. The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and upon you accepting and returning a signed original Agreement to Arbitrate.

Minimum Number of References

2

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Applicant Documents
Required Documents
  1. Resume
  2. Cover Letter
Optional Documents
  1. Letter of Recommendation 1
  2. Letter of Recommendation 2
  3. Letter of Recommendation 3


Company

Chapman University

Founded in 1861, Chapman University is a nationally-ranked private university in Orange, California, about 20 minutes away from Pacific Ocean beaches. Whether you're a scientist or a screenwriter, Chapman University’s close proximity to industry leaders will propel you and jumpstart your career..

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