Business Operations Coordinator - Continuing Legal Education (CLE), Law Center

Location
Washington D.C.
Posted
Mar 12, 2019
Closes
Apr 05, 2019
Industry
Law
Hours
Full Time
Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.

Requirements

Business Operations Coordinator - Continuing Legal Education (CLE), Law Center

The Business Operations Coordinator is responsible for accounting activities related to the ACCLE's cost centers to ensure that revenue is collected in a timely fashion and expenditures occur within specified budgetary and policy boundaries. The incumbent assists the Business Operations Manager with related financial transactions in designated cost centers and with the GMS non-payroll journal transaction report reconciliation. In addition, the incumbent completes office management tasks. Duties include but are not limited to:

Provides direct financial and operations support to the Business Operations Manager that affects the success of both in-person and online CLE programs including:

  • Administering of accounts payable requests via GMS Financial and other official University A/P pipelines. A/P requests include, but are not limited to: vendor payments via check, vendor payments via credit card, wire and electronic funds transfers, travel reimbursements, and internal departmental transfers via journal voucher.
  • Responsible for managing accounts receivables and monthly invoicing of sponsors, exhibitors, patrons, and registrants. Works collaboratively with Marketing Manager, Marketing & Customer Service Assistant, and Business Operations Manager to ensure timely collection of revenue.
  • Responsible for ensuring that all GMS worktags are accurate and correct (revenue and expense categories coding of all processed A/P and A/R.
  • Responsible for processing the check deposits: entering the check information/ deposits  in TouchNet.
  • Processing credit card payments via terminal/merchant account.
  • Responsible for creation of journal vouchers and submission in GMS
  • Re conciliation of all A/P and A/R against the ACCLE' s general ledger accounts
  • Responsible for  maintaining the appropriate audit trail and supporting documentation (hard copy, digital filing) for BAR reconciliation purposes
  • Reviewing/reconciling ProCard activity and app lying the appropriate worktags on a monthly basis per internal business process
  • Continued maintenance of event platform as it relates to revenue collection based on revenue stream : event registration, sponsorship , bonus-on-demand
  • Ensuring successful transition from Pivotal CRM to event or other future CRM as relates to merchant accounts activity by maintaining accurate records on both plat forms
  • Responsible for fulfilling the role of PCI DSS Authorized User for ACCLE and for managing credit card processing and PCI compliance
  • Assisting the Business Operations Manager in tracking and monitoring general Financial Affairs policies and procedures which impact the department.

Position completes basic office management and operational responsibilities including:

  • Ordering supplies, monitoring supply inventory, and the maintaining the department's office equipment. This includes working with the Business Operations Manager to adhere to budgetary constraints when ordering supplies and overseeing supply equipment, usage and inventory.
  • Consulting with the Marketing Manager and program planning teams to order department branded items to be distributed to program chairs, advisory board members, speakers, sponsors, and team members as appropriate .
  • Updating the department's shared Google calendar and responding to conference room reservation requests from other departments or  professors.
  • Maintaining and updating the general office manual in consultation with the Business Operations Manager and the Executive Director.
  • Providing general administrative support to the Executive Director of Academic Conferences and Continuing Legal Education as needed.
  • Coordinating day-to-day office procedures to ensure the office is running smoothly and is presentable for team members and visitors.
  • Assisting with the onboarding of new employees, work-study students, and temporary employees.
  • Serving as representative to Facilities and Public Safety Departments in acquiring keys, ensuring that offices are properly secured and maintained, and alerting building engineers of maintenance issues.
  • Responsible for maintaining the hardware and software inventory

Responsible for other duties as assigned by the Executive Director of Academic Conferences & Continuing Legal Education, including:

  • Staffing CLE programs, academic conferences and other events as needed
  • Acting as a back-up to  the Marketing & Customer Service Assistant as  needed (due to sickness, vacation, program staffing needs, or special projects)
  • Assisting with tasks associated with online CLE programs
  • Participating in department strategic planning
  • Assisting other team members as needed upon the request of the Executive Director of Academic Conferences and Continuing Legal Education
  • Assisting with other special projects
  • Maintaining an operations manual of all processes and procedures for the position

Qualifications

  • Bachelor's degree preferable in accounting, finance or similar field
  • At least 2 years in professional setting; In lieu of a degree, four (4) or more years of work experience in a hands-on payer, billing, collections, or accounting finance position is acceptable
  • Computer fluency in Microsoft Office Products. Advanced skills in Microsoft Excel and other accounting software. Ability to learn new technologies quickly is required
  • Other skills: confidentiality, integrity, and trust; attention to details and organized; interpersonal savvy and strong communication skills; functional/technical learning; problem-solving

Preferred Qualifications

  • Event management platforms (e.g., event), Project management and team communication  software (e.g., Basecamp), event app platforms (e.g.,  Event Mobi)

Current Georgetown Employees:

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Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume  for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or ideaa@georgetown.edu.

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff.  All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.

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