Department Business Coordinator

Please note: All postings close at 12 A.M. CST on the closing date. A-State participates in E-Verify.

Position Summary:

The ITS & AOS Budget Coordinator provides comprehensive financial, operational, and administrative support to the Information Technology Services (ITS), A-State Online (AOS), University Centers (UC), and Qatar Initiative Departments. This position is governed by state and federal laws and institution policy.

Duties & Responsibilities:

Budget & Financial Operations:

• Assist with monitoring departmental budgets, expenses, and encumbrances.
• Process requisitions, purchase orders, invoices, journal entries, and budget transfers in accordance with university and state policies.
• Support annual budget preparation and assist with financial projections and reporting.
• Assist with travel and reconciliation of travel (P-Card, D-Card etc.). Assist with monthly billing processes for ITS services (printers/copiers, phones, software, and related charges).

Academic Support Operations:

• Assist with course build stipend processing and documentation verification.
• Coordinate with academic departments, Instructional Connections, and faculty regarding academic assistants.
• Maintain accurate records related to course builds, rebuilds, stipends, and instructional support.
• Ensure accuracy and completeness of EPAF submissions from various departments and follow up as necessary.

Administrative & Operational Support:

• Assist with contract tracking for software, services, and academic partners.
• Collect and maintain required vendor documentation.
• Coordinate ordering, shipping, and documentation for computers, equipment, and office supplies.
• Maintain organized digital records and documentation repositories.
• Assist with process improvement and workflow documentation across both units.
• Perform other duties as assigned to support departmental operations.

Knowledge/Skills/Abilities:

• Strong written and spoken communication skills to maintain a positive rapport with students, faculty, and staff.
• Excellent organizational and time-management skills to handle multiple tasks efficiently.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software.
• Ability to work independently with minimal supervision.
• Strong critical thinking and problem-solving skills.
• Familiarity with university policies and procedures is preferred.

General Days/Hours:

Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance

Other:

Please note: all position postings close at 12:00 A.M. CST on the position closing date

This position has been identified as a telecommuting position. The duties are performed during standard work hours of 8am-5pm at a predefined and approved work location. Individuals filling this role must have dedicated work space that provides privacy and security related to the work being performed. Additionally, individuals must have secure internet access with appropriate upload/download capabilities to perform the duties associated with the position. Individuals in this position will be required to review and acknowledge the Telecommuting Guidelines and Telecommuting Agreement for A-State.

Location Requirement: To be considered for this position, candidates must reside in Arkansas or a state that shares a border with Arkansas (Texas, Louisiana, Mississippi, Tennessee, Missouri, or Oklahoma. This residency requirement supports team collaboration, regional knowledge, and occasional in person engagement as needed.

Minimum Qualifications:

The formal education equivalent of an earned bachelor’s degree in business administration or related field and two years of experience in higher education administration.

Other job-related education and/or experience may be substituted for all or parts of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee.