Business Operations Specialist

About Us

Since 1906, the University of West Georgia (UWG) has been home to those who seek a transformative college experience. UWG is a leading residential, doctoral comprehensive university that offers a broad undergraduate and graduate curriculum based on a liberal arts foundation. Nestled among the pines on a picturesque 645 acres is the University of West Georgia- a hidden gem approximately 40 miles west of Atlanta. Serving approximately 16,000 students, and offering more than 100 programs, UWG is committed to advancing innovative academic programs and a student-centered business model. Perennially ranked by U.S. News & World Report, the Princeton Review, and Colleges of Distinction as a top national university, West Georgia offers 86 fields of study, including business, computing, nursing, education, STEM, communication and digital media, social sciences, and the fine and performing arts. UWG generates a regional economic impact of more than $650 million annually and provides a safe, quality, and affordable university experience that connects students to post-graduate career and leadership opportunities. UWG has been recognized by the Carnegie Foundation for its institutional commitment to community engagement through teaching, research and creative activities, and public service. West Georgia is one of only 119 U.S. colleges and universities to receive the elective classification in 2020 and is among only 359 institutions nationally. Dedicated to creating a first-choice university for students, alumni, employees, and communities, UWG seeks employees who will advance and support the University's mission of fulfilling the talent needs of western Georgia and the Atlanta metropolitan area, while contributing to the social, cultural, and economic development of the region and state.

The University of West Georgia offers a comprehensive total rewards package designed to support faculty and staff across multiple dimensions; health, wellness, financial security, and professional growth. Employees working at least 30 hours per week gain access to a range of health plans, including medical, dental, and vision, wellness programs, and robust retirement options through Georgia Teachers Retirement System (TRS), Optional Retirement Program, and voluntary 403(b) and 457(b) plans. Employees are granted 13 paid holidays and paid time off accruals and are eligible to participate in the University System of Georgia's Tuition Assistance Program. Fringe benefits include a variety of resources focused on employee physical, mental, financial, and social well-being through Acentra Employee Assistance Program in addition to personal financial advising with Captrust. UWG also offers exclusive discounts and special offers on entertainment, travel, and other products and services through the Perks at Work program, free access to the university recreation facility, discounted campus dining options, and more!

Living in Carrollton, "The City of Dreams," offers the advantages of city life with a small-town vibe. This progressive community with Southern flair offers plenty of shopping, restaurants, nightlife opportunities, and cultural events. Named a City of Excellence in Georgia and listed as one of the 50 Best Small Southern Towns, Carrollton is the cultural, educational, health care, and commercial center for the west Georgia region. At the heart of Carrollton is its historic downtown and Adamson Square lined with shops, galleries, and restaurants. Each season offers unique local events and opportunities for year-round recreation. Outdoor activities abound through award-winning spaces, including an 18-mile paved walking and biking Greenbelt trail that encircles the city and passes through the UWG campus.

Job Summary

Serves as a professional staff member on the TCPA leadership team that operates a facility, an academic support department, and a presenting house that includes several series such as Touring Artists, Art in Education, and Artists in Residence. This position oversees all elements of business and administrative functions within a presenting house PAC that handles a significant income portfolio involving multiple streams of revenue. Focused in the areas of accounting, budget, finance, purchasing, pCard, HR, hiring, contracts, invoicing, sales & services, payables, donor funds, customer service, donors, and foundations. Manages the administrative calendar, assists with advertising and marketing plans, oversees travel, and serves as a liaison for artists, agents, rental clients, and departments on campus. Oversees SA, FWSP, CL, PT, and FT budgets and paperwork within the university. Works with all vendors, all clients, and all artists to complete all required documents and processes so that the TCPA may complete its mission of community outreach and advancing the university. May occasionally require work outside of standard business hours, including weekends, to meet operational needs. The employee may also occasionally be required to drive to various locations as part of their assigned duties.

Responsibilities

Financial and Revenue Management

Financial Management and Regulatory Compliance overseeing all budgets and accounts.

Financial Reporting and Reconciliation, including pCard compliance to UWG/DOAS regulations. Oversight of the Revenue Portfolio, including analysis, reporting, and recommendations.

Procurement and Contract Management

Oversee all procurement functions and enforce UWG/USG regulations for such.

Contract Management and Billing for artists, rentals, services, software, and business.

HR and Payroll

Departmental HR and Payroll functions for all staff, students, and external vendors.

Office and Budget Management

Office Management and Departmental Calendar for business and admin functions.

Budget Management for departmental accounts, event and season budgets, marketing and equipment budgets, grant and donor funds. Oversight of Student Assistants assigned to FOH and Box Office, as well as, oversight of all HR and Payroll functions for SA and FWS students.

Giving Relations, Fund Raising, and Marketing Insights

In coordination with ORSP and our Patron Services Manager, the position will provide support in the areas of Grant research, writing, application, management, procurement, and AP.

Special duties involved in client, volunteer, and vendor support include the following: securing campus parking access; driving campus vehicles for marketing, hospitality, backline, payments, and airport runs; meeting offsite with sponsors and donors; working with DineWest and private catering; making vehicle requests from motor pool; oversee merchandise sales; planning board luncheons; submitting reimbursements for volunteers; in-service work at K12 environments; and oversight of UWG Foundation accounts concerning AR and AP. These duties are not weekly but spread across the entire fiscal year.

Client and Vendor Management

Client and Vendor Relations for all events, including AR and AP.

Business Liaison for artists, agents, internal, external, and government clients.

Box Office Finances and Cash Oversight

Box Office financial oversight and all revenue deposits, reporting, and reconciliation.

Custodian / single point of responsibility for Cash Handling practices and deposits.

Required Qualifications

Educational Requirements

Bachelor's degree from an accredited college or university.

Academic and/or industry training in areas such as accounting, budget, finance, HR systems, marketing, PCI, purchasing, business software, and similar.

Required Experience

Five (5) or more years of work experience in a complex, diverse, and dynamic business operation involving customer service and client billing as daily functions.

Experience with accounting systems and business intelligence tools. Firm working knowledge of Generally Accepted Accounting Principles and Accounting theory.

Software experience in Microsoft Office Suite, Google Suite, accounting and budget systems, HR platforms, and Windows and/or Mac OS platforms.

Five (5) or more years of combined experience from a selection of these areas: accounting, budget, AR, AP, finance, retail, sales, marketing, fund raising, K12 or higher education, municipal work, nonprofit, or arts management.

Expected to operate daily in a professional, courteous and ethical manner, showing independence, financial expertise, strong work ethic and considerable initiative.

State issued Driver's License.

Able to pass background check to hold a state issued Purchasing Card, known as a pCard.

Preferred Qualifications

Additional Preferred Qualifications

Bachelor's degree or higher degree in Business, Management, Marketing, Analytics, Public Administration, Non-profit governance, Data Science, HR governance, Arts Administration, Music Business, or related field.

Five (5) or more years of work experience in a complex, diverse, and dynamic business operation involving customer service and client billing as daily functions.

Experience in a higher education environment.

Functional proficiency in Peoplesoft.

Functional proficiency in financial software systems at the enterprise level.

Proposed Salary

$54,000-$62,000 Annually. Paid on a Monthly Basis.

Knowledge, Skills, & Abilities

ABILITIES

Ability to learn complex software applications, such as SalesForce.

Effective oral and written skills, time management, and organizational skills.

Effective presentation and facilitation skills.

KNOWLEDGE

Supervisory techniques for training and managing student workers.

Standard practices in accounting, budget, finance, cash flow, invoicing, and payables.

Standard practices in Human Resources, hiring, and customer service for all constituents.

Standard practices in contracts, negotiations, client recruitment, and business development.

Modern software applications, both desktop, cloud and enterprise systems.