Business Services Coordinator

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$50,000 – $52,000 per year

The primary purpose of this position is to ensure contract compliance through the Accounts Payable and Accounts Receivable functions across System Office divisions. It covers procurement, billing, invoicing, and vendor management, working closely with the Business Office Manager and handling accounts payable, accounts receivable, and billing efforts across the System Office and for shared service business lines, including IT, HR, Advancement, and COO business units.

The duties include processing and reconciling procurement and contractual processes using financial resources derived from state appropriated funds, contracts and grants, or receipt‑generated sources. It also Narrow includes processing and reconciling the annual service catalog billing for assigned divisions and their business units. The position is responsible for oversight and execution of invoice tracking, payment tracking and reconciliation, general financial reconciliations, check requests, and various financial processes.

It may assist with audit requirements, financial reporting, grants administration and provide additional Operations Division support such as parking validations and travel.

• Actively.
  
  Setter run the accounts receivable functions throughout the business office.
• Align invoicing processes to ensure consistent and timely invoicing to vendors.
• Track vendor payments and revenue.
• Follow up with vendors on payment terms and timing.
• Perform general reconciliations to ensure payments are received and recorded.
• Work with assigned division staff and vendors to ensure invoicing aligns to executed contract terms.
• Validate pricing and payment alignment to contracted terms and expected invoice payment.
• Work with purchasing staff on any additional required documentation before submitting invoicing documentation.
• Co-ordinate management and tracking of executed POs.

• Coordinate calendar year, fiscal year, quarterly, and off‑cycle invoicing processes with division staff, accounting, and campus staff.
• Develop and follow the invoicing timeline.
• Verify payments align to agreements.
• Ensure campus points of contact follow invoicing/payment processes.
• Create and submit A/R templates.
• Distribute campus invoices and collect payments.

• Coordinate processing of miscellaneous invoicing.
• Assist with parking validation for the Operations Division.
• Ensure rent payments for the system office are delivered.
• Assist business manager with ad‑hoc research on contract payments, requests, invoices, and inquiries.
• Act as primary liaison for the Operations Division on travel coordination and reimbursements; provide training to division staff and coordinate travel for division vice presidents when needed.
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