Job Listings

Administrative Operations Professional I

Company:
The University of Arizona
Job Location:
Tucson, Arizona
Category:
Registrars
Type:
Full-Time

Posting Number: req20980

Department: Continuing & Professional Educ

Location: Main Campus

Address: Tucson, AZ USA

Position Highlights

The Program Coordinator Finance and Registration, performs detailed and complex administrative, registration, financial and operational responsibilities, including acting as CaPE's registrar and the primary point of contact on CaPE finance and client support issues. The Program Coordinator assists and plays a key role in the development, implementation and delivery of noncredit programs to individual learners and corporate clients, providing strategic and logistical support as needed. The Program Coordinator works closely with the Senior Director and other members of the CaPE and ODCE team to provide financial and administrative oversight of the unit's finances, financial processes, and records to address the day-to-day financial operations objectives and goals.

In addition, the successful candidate assists in ensuring compliance with all regulations, policies and university requirements. The Program Coordinator will be expected to work independently as well as collaboratively with various stakeholders, including CaPE and University of Arizona staff and faculty, members of the local community, business, government, and vendor partners.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities

Duties and Responsibilities:

Registrar and Student Support

  • Oversees registration services by developing and documenting CaPE policies and procedures, implementing and maintaining effective systems, and working with CaPE program staff to interpret, explain and enforce policies and procedures to faculty/instructors, students, corporate partners, and vendors.
  • Provides high-quality service to campus, corporate, workforce, and vendor constituencies by producing timely and accurate grade or participation reports, transcripts, verification of successful program completion, data reports, and other student and program information
  • Provides customer and support services to students, including the processing of withdrawals, cancellations, refunds, and transfers, facilitating payments and access to LMS (for online programs), and addressing questions and concerns.
  • Contributes to program planning and development, articulating registration processing,
  • Provides concierge service to custom corporate and industry clients, providing information on programs as requested, connecting stakeholders with appropriate program personnel and coordinating with business managers on timelines for processes regarding invoicing, payments, and reporting.
  • Ensures the accuracy and security of student/participant records by developing and maintaining procedures in accordance with University and standard records management practices.
  • Enters, monitors, and maintains student records within the CaPE registration system.
  • Reviews, approves, establishes, manages and archives Continuing Education Units (CEUs) for CaPE, which includes gathering proper documentation for CEU-eligible programs and collecting fees associated with set-up and issuing CEU transcripts.
  • Prepares and submits reports as requested.

Finance

  • Enters, monitors, and maintains finance data within university financials systems.
  • Responsible for cash handling, accounts receivable, and making all cash and check deposits in accordance with University policies and procedures.
  • Invoices third-party vendors and posts payments to student accounts in a timely manner, verifying that all accounting data is complete and correct.
  • Retrieves backup documentation for auditing purposes and internal reconciliation reports
  • Maintains Accounts Payable records to ensure proper payments are made to appropriate partners and vendors and that all transactions are coded correctly.
  • Contributes to the development of program budget, revenue and expense projections.
  • Monitors program revenues and expenditures ensuring budget allocations are not overspent.
  • Assists finance team in reconciling monthly transactional activity and revenue; interprets accounting data, analyzes reports and recommends action to improve processes and efficiencies.
  • Works with CaPE Operations Manager to resolve any budget/finance issues and discrepancies.
  • Monitors and maintains PCI compliance for CaPE, participating in required trainings and annual audits, and working closely with University of Arizona Financial Services and Bursar's Office to meet all standards.

Program Administration and Support

  • Assists with entering course/program information on the CaPE website and in the registration system database, ensuring that content is correct and consistent across all platforms.
  • Acts as primary point of contact and manager for D2L Community learning management system (LMS), working with program team to make sure that students and instructors have appropriate access and support.
  • Helps facilitate all aspects of program administration and support, including securing facility/classroom space, providing instructor access to information and class rosters, and providing access to LMS (for online programs).
  • Provides back-up support and assistance with development and oversight of CaPE programs.
  • Represents CAPE at meetings and conferences, and networks with affiliated groups as requested.

Knowledge, Skills, and Abilities:

  • Demonstrated mastery of MS Excel.
  • Knowledge of basic accounting principles and experience with accounts receivable, financial forecasting, and budgeting.
  • Ability to communicate effectively with a diversity of groups and individuals.
  • Ability to maintain confidentiality with sensitive information.
  • Outstanding interpersonal, communication, analytical, and problem-solving skills.
  • Demonstrated skill in preparing detailed reports on a timely basis.
  • Solutions-oriented and able to articulate recommendations for improving processes and procedures.
  • Ability to work independently as well as in a team environment.
  • Excellent customer service skills.
  • Keen attention to detail and commitment to adhering to stated policies and guidelines.
  • Strong organization and time management skills.

Minimum Qualifications

  • Bachelor's degree or equivalent advanced learning attained through experience required.
  • 1 year of relevant work experience may be required.

Preferred Qualifications

  • Prior experience working in higher education
  • Experience with University of Arizona financial systems, policies and procedures

FLSA: Non-Exempt

Full Time/Part Time: Full Time

Number of Hours Worked per Week: 40

Job FTE: 1.0

Work Calendar: Fiscal

Job Category: Organizational Administration

Benefits Eligible: Yes - Full Benefits

Rate of Pay: $25.50 - $31.88

Compensation Type: hourly rate

Grade

7

Compensation Guidance

The Rate of Pay Field represents the University of Arizona's good faith and reasonable estimate of the range of possible compensation at the time of posting. The University considers several factors when extending an offer, including but not limited to, the role and associated responsibilities, a candidate's work experience, education/training, key skills, and internal equity.

The Grade Range Minimum, Midpoint, and Maximum Fields listed below represent a full range of career compensation growth over time in this position and grade. Each unit typically sets starting pay between minimum and midpoint upon hire. The university offers compensation growth opportunities within its career architecture. To learn more about compensation, please review our Applicant Compensation Guide and our Total Rewards Calculator.

Grade Range Minimum

$25.5

Grade Range Midpoint

$31.87

Grade Range Maximum

$38.25

Career Stream and Level

PC1

Job Family

Administrative Operations

Job Function

Organizational Administration

Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Number of Vacancies: 1

Contact Information for Candidates

Rebecca Cook (rtc@arizona.edu)

Open Until Filled: Yes

Documents Needed to Apply: Resume and Cover Letter

Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As a Hispanic-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Notice of Availability of the Annual Security and Fire Safety Report

In compliance with the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act (Clery Act), each year the University of Arizona releases an Annual Security Report (ASR) for each of the University's campuses. These reports disclose information including Clery crime statistics for the previous three calendar years and policies, procedures, and programs the University uses to keep students and employees safe, including how to report crimes or other emergencies and resources for crime victims. As a campus with residential housing facilities, the Main Campus ASR also includes a combined Annual Fire Safety report with information on fire statistics and fire safety systems, policies, and procedures.
Paper copies of the Reports can be obtained by contacting the University Compliance Office at cleryact@arizona.edu.

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