POSITION IDENTIFICATION
TITLE Community Coordinator, Administrative and Financial - efactory – CBED
CLASSIFICATION NUMBER 1284
GRADE 42
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR: Executive Director, efactory
GENERAL FUNCTION: The Community Coordinator, Administrative and Financial supports the Executive Director, efactory with management of business operations that require contact with senior administrators, executives, directors, department heads, clients, partners, community members and other officials and a thorough knowledge of University policies, procedures, and operations. This position supports and assists the Executive Director, efactory in facilitating the operation of efactory by coordinating services and providing business development assistance to clients, partners, and stakeholders. The Community Coordinator, Administrative and Financial establishes and maintains accountability for financial policies, procedures, fiscal control, compliance, reporting, and internal and external audits. This position coordinates and directs the day-to-day operations of the efactory at Brick City for incubator/private office members, co-working members, university and community stakeholders and clients/guests.
MINIMUM ACCEPTABLE QUALIFICATIONS:
Education: A high school diploma or the equivalent is required. Bachelor’s degree preferred. At least two years of progressively responsible bookkeeping, purchasing, and/or accounting experience is required. An equivalent combination of years of experience and education may be considered for substitution of educational requirements.
Experience: Specialized training and experience maintaining, monitoring, and reconciling financial records and accounts is required. Additional years of education beyond high school in accounting or a related field may be substituted for all or part of the experience requirement. At least two years of experience working in a business incubator or entrepreneurship center, owning a business, working for a business or economic development organization is preferred.
Skills: The ability to independently manage details associated with multiple programs and projects to track activities and meet deadlines is required. Strong oral and written communication skills are required. Excellent interpersonal skills are required. Computer and technology literacy is required. The ability to maintain department financial records and accounts and prepare complex financial reports is required. A working knowledge of word processing and spreadsheet applications is required. A working knowledge of or the ability to learn and use database applications, the web content management system, the administrative business system or enterprise resource planning system, and other systems or applications that may be used within the University or department is required. The ability to operate and troubleshoot electronic office equipment, computers, and peripherals, maintain complex filing systems and records, and make mathematical calculations is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: Occasionally required to lift and carry materials and equipment weighing up to 25 pounds.
Other: The scope of the position requires evening and occasional weekend work.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Facilitates the day-to-day operation of efactory at Brick City - private offices and co-working, including recruiting members, and assisting in screening potential clients and making recommendations. Responsible for member onboarding and off boarding activities.2. Coordinates, maintains, and reviews tenants’ facility needs to ensure the incubator is meeting current targeted industry needs.
3. Assists in developing and implementing policies governing the operation of the facility, consistent with the lease and funding contracts, including meeting performance metrics and goals.
4. Oversees meeting space and room reservation usage for efactory at Brick City, including daily opening and closing activities. Responsible for scheduling, communication, room set up/supplies needed, and cleanliness. Maintains a customer service-oriented attitude. Ensures technology tools, supplies and equipment are maintained to meet stakeholder needs.
5. Ensures the efactory operates with appropriate financial controls and procedures, enforces proper cash-handling procedures, establishes inventory controls, monitors daily cash and accounts receivable reports, researches and resolves discrepancies, analyzes financial reports, and oversees billing.
6. Educates and supervises department personnel regarding best practices in customer service, compliance, cashiering, and preparation and maintenance of financial records.
7. Oversees in coordination with the Executive Director, efactory financial reviews, budget preparations, approval of expenditures, and scheduling. Ensures department knowledge base is updated and accurate. Communicates and exchanges information on behalf of the Executive Director, efactory with stakeholders.
8. Produces regular financial information, dashboard reports, budget reviews, and detailed analyses to the Executive Director.
9. Oversees efactory operations and coordinates with Administrative Services related to facility, custodial, telecom, parking and public safety needs. Serves as the main point of contact, submits work orders, coordinates facility items with Administrative Services and clients/staff, ensures timely response, and reconciles monthly work order reports.
10. Coordinates with the Director, Community Engagement and Operations, Community Coordinator and Administrative Specialist II to assist clients and partners. Uses independent judgement to support client and partner needs and provides exemplary customer service to help clients and partners resolve any inquiries.
11. Provides administrative support for the department and assists team members as needed – providing receptionist services, maintaining appointment calendars, maintaining databases, providing reports, assisting with meeting space reservations, client assistance, grants, and reporting, etc.
12. Oversees efactory accounts – budgets, grants, expenses, payments. Maintains up-to-date departmental records of budget and financial transactions. Responsible for monthly financial reports.
13. Oversees invoicing for products and services by following University policies and procedures, oversees payment collection and accounting for cash received, and monitors budget transfers and/or credits to departmental accounts. Provides customer service by explaining invoices, charges, contracts, etc. to members, clients, and customers.
14. Oversees all procurement card transactions, obtains supporting data and reviews these transactions with the Executive Director, efactory and Associate Vice President, Economic Development. Serves as the primary purchaser of goods and services for the department. Responsible for P-Card reports and following University policies and procedures. Prepares and submits travel expense reimbursement reports for department.
15. Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the University.
16. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
17. Contributes to the overall success of the Division of Community and Global Partnerships by performing all other duties as assigned.
SUPERVISION: The Community Coordinator, Administrative and Financial will select, schedule, assign
and supervise the work of full-time employees, part-time employees, and/or student
employees.
OFFICE OF HUMAN RESOURCES
PUBLISHED OCTOBER 2023
