What are the responsibilities and job description for the Advancement Business Coordinator position at Murray State University?
Summary Of Job Duties And Responsibilities
Provides financial, budget, and administrative management for University Advancement, overseeing budgets, transactions, compliance, office operations, Alumni Association secretariat, and liaison with campus units and partners.
Provides financial, budget, and administrative management for University Advancement, overseeing budgets, transactions, compliance, office operations, Alumni Association secretariat, and liaison with campus units and partners.
- Manage and monitor divisional budgets, including forecasting, reconciliation, and reporting.
- Process and enter financial transactions in university financial systems, including purchase requisitions, invoices, reimbursements, transfers, and journal entries.
- Track and analyze expenses and revenues to ensure alignment with approved budgets and funding sources.
- Prepare regular budget reports and financial summaries for the AVP for Advancement and other leadership as requested.
- Ensure financial activities comply with university policies, donor restrictions, and applicable regulations.
- Serve as primary point of contact for financial inquires related to Advancement operations.
- Oversee office operations for both Advancement offices, ensuring efficient and well-organized administrative processes.
- Manage inventory, tracking, and ordering of office supplies and promotional items, including coordination with vendors and internal partners.
- Coordinate facilities-related needs, including submitting and tracking work orders for maintenance, repairs, and space-related issues.
- Maintain records related to office operations, contracts, inventory, and purchasing.
- Develop and document administrative procedures to support consistency and efficiency.
- Serve as Secretary to the MSU Alumni Association, including preparing meeting agendas and materials, recording and maintaining official minutes, and ensuring accurate recordkeeping.
- Coordinate meeting logistics and follow-up actions in collaboration with Alumni Association leadership and Advancement staff.
- Maintain official Alumni Association records in accordance with university and association requirements.
- Provide direct administrative and operational support to the AVP for Advancement.
- Serve as a trusted resource for Advancement leadership on financial and administrative matters.
- Coordinate with central offices such as Finance, Procurement, Human Resources, and Facilities to support Advancement needs.
- Support special projects and initiatives as assigned by the AVP for Advancement.
- Other duties as assigned.