Description:
College Business Services Officer
College of Arts & Sciences
Administrative Services
The College of Arts & Sciences at Georgia State University is transforming lives through our research advances, career-empowering teaching, and work with community partners in Atlanta and around the globe.
As the largest college on the Atlanta Campus, the College of Arts and Sciences is home to more than 15,000 students, 550 faculty, and 300 staff members. Our faculty teach the core curriculum courses that serve as the foundation of nearly every student’s university education.
These are exciting times at The College of Arts and Sciences at Georgia State University. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.
College of Arts and Sciences is seeking (1 ) College Business Services Officer will directly supervise the administrative specialist managerial for the Office of the Dean.
WHAT MAKES College of Arts & Science A GREAT PLACE?
• A flexible work environment
• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.
• A knowledge-sharing organization that works collaboratively with diverse partners.
• Professional development opportunity and mentorship
• A rapidly growing center within an academic setting
HERE IS WHAT YOU WILL DO
The ideal candidate for this position directly supervises the administrative specialist managerial for the Office of the Dean. This position will ensure that support staff for the Dean, Associate Deans and the Dean are highly functioning to include transaction reporting in all GSU workflows as needed, scheduling, event planning, and more. In this position, reporting will be a major contributor to the workflow processes for all the college business functions.
The essential duties and responsibilities are the following:
- Will review and approve all accounting, disbursement end purchasing journals, purchase orders, and voucher transactions for approximately ten units within the college, where It acts as final budgetary authority.
- This position will approve on paper end in spectrum plus financial system workflow in accordance with GSU accounting, disbursement, and purchasing procedure and policy.
- Will approve fund codes 10, 12, 1300, 14XXX, 15000, 50000, and 60000 account expenses for units concerned.
- Will consult with the College Finance Officer on all items that may be questionable.
- Will approve access to Spectrum Plus financial system.
- Will approve all procurement [p-card) requests for all faculty and staff within the college and keep detailed college records.
- Test and audit the spectrum plus workflow system for all units approving Journal entries at fiscal year-end.
- Liaise between university departments and college units regarding any outstanding payments to vendors.
- Manage the college approval process of reporting quarterly expenditure reviews of all accounts within each unit to the college.
- Assist units with resolving problems found on departmental or unit accounts if the accounts cross over into fund code 20XXX external projects.
- Work with Accountant II.
- Design and continue to improve the method or expenditure review of accounts.
- Manage capitol project fund code 50000 accounts set up in the college for renovations to existing or the building of new department space.
- Resolve any Issues, such as with university departments.
- Advise college technical support staff on inventory policy and procedures for technical equipment.
- Serve as training expert/overall process manager to newly established units and business managers new to their role.
- Conduct workshops and training sessions on new and revised university and college policies and procedures for accounting, disbursements, and purchasing.
- Conduct training and give guidance to department managers, directors, and Chairs on approving Spectrum Plus.
- Present at college quarterly Administrative Services business meetings to update the department support staff.
- Collaborate with university departments on brown bag sessions, including expenditure review.
- University & College Policies and Procedure Controls to advise and Implement procedures to respond to university accounting, disbursement, and purchasing policy add-ons, changes, or controls in collaboration with the College Finance Officer.
- Advise on state-approved vendors.
- Sit on university ad-hoc committees charged with changing or adding new accounting, disbursement or purchasing policies and procedures.
- Work with the university and college departments in ensuring old purchase orders are closed out of the financial system periodically in accordance with state policy.
- Provide detailed information on university and college business processes via e-mail, paper and on-line website management.
- Assist the College Finance Officer with any other financial duty to the college.
- Assist the Assistant Dean with the accounting and balancing of college facility projects charged to college accounts.
Disclaimer:
This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.
As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee’s direct supervisor.
Qualifications:
Minimum Requirements:
- Bachelor’s degree and three years of related experience or a combination of education and experience.
Preferred Hiring Qualifications:
- Working knowledge of state accounting and procurement policies and procedures, such as the
Department of Administrative Services (DOAS).