Be the operational backbone behind Champlain's finance and business operations. Champlain College seeks a Business Operations Coordinator to support the financial, administrative, and operational functions of multiple campus departments, working most closely with Finance and Advancement. You will exercise independent judgment in applying institutional policies and regulatory requirements, safeguard the integrity of financial and donor records, and serve as a trusted resource and liaison for college personnel, vendors, and external partners.
You'll review and improve the College's financial and administrative processes and bring structure and reliability to the day-to-day business of running our departments, from gift processing and expense oversight to purchasing and administrative operations.
The ideal candidate is analytical, accurate, and service-minded, with the discretion to handle confidential information, the confidence to work independently, and the flexibility to adapt as needs evolve.
Key Responsibilities
Gift Processing & Donor Records
Evaluate gifts, pledges, and matching gifts against donor intent, institutional policy, and IRS regulations; determine recording treatment and resolve exceptions
Establish and apply gift recording and acknowledgment standards, determine tax-receipting requirements, and advise Advancement on gift treatment questions; coordinate gift transfers and reporting with Student Accounts and Finance
Ensure the integrity of donor and gift records by resolving data issues and recommending improvements to recording practices
Financial & Expense Management
Review financial, purchasing, and gift-processing workflows, propose process changes, and implement approved improvements
Monitor expenditures and encumbrances, reconcile balances against Oracle reports, investigate variances, and recommend corrective action
Determine whether invoices and P-Card expense reports align with College policy and budget designations; take corrective action on items out of alignment and escalate issues as needed
Analyze financial data and contribute to budget preparation and reporting, identifying trends and variances for department leaders
Procurement & Vendor Operations
Determine whether purchase requisitions align with College purchasing policy and take corrective action on those that do not
Negotiate pricing and terms with vendors and resolve receiving, invoice, and change order issues, working with Finance as needed
Oversee software licenses, vendor insurance certificates, and organizational service accounts, and monitor vendor compliance with College requirements
Administrative & Campus Liaison Operations
Coordinate the receipt and routing of shipments and equipment, resolve delivery issues, and maintain accurate operational records
Act as a primary point of contact for college personnel, vendors, and partners, advising on policies and procedures and resolving issues independently or escalating as appropriate
Train and advise department staff on purchasing, P-Card, and gift-processing procedures, and lead cross-departmental process improvement projects; perform related duties as needed
Requirements
Bachelor's degree in Business Administration, Operations Management, or a related field, or an equivalent combination of education and experience
3+ years of progressively responsible experience in administrative, financial, gift processing, purchasing, or operations roles, including evaluating and improving business or financial processes
Strong analytical, budget tracking, and reconciliation skills with exceptional attention to detail, and the ability to exercise sound judgment, prioritize competing demands, and work independently with limited supervision
Excellent communication, negotiation, and conflict resolution skills, with the discretion to handle confidential donor and financial information
Proficiency with Google Workspace, Microsoft Excel, and an ERP such as Oracle Cloud; donor database experience is a…