• Job Description

  Req#: 74004
  The Business Affairs Manager is responsible for the fiscal operations of ECU Transit. It serves as the primary point of contact for accounts payable/receivable, oversees the department’s procurement processes, and manages all departmental travel requests/reimbursements. It is responsible for all student and temporary hiring processes, completes initial review of all applicants for student positions, and manages student conduct/GPA/schedule checks. This position supervises a Payroll Coordinator and also serves as a SuperAdmin in Kronos with responsibility for maintaining departmental timekeeping standards and guidelines. All Transit contracts for apartment complexes are overseen by this position, with responsibility to collect revenue, confirm performance of agreed-upon services, and work with Legal/Materials Management on updating and appropriately executing. This position also works with vendors on service/maintenance contracts for technology and services (Clever Devices, NextBus, TransLoc, Enterprise). The Business Affairs Manager performs monthly walk-throughs and visual inspection of all indoor/outdoor facilities, and submits work orders as needed through ECU AIM work order system to coordinate repairs/maintenance with Facilities and private contractors. This position is responsible for managing inventory of all supplies for ECU Transit, and ensures sufficient office, copy room, and storage supplies as well as procurement of uniforms and coordinates with ECU Surplus Office for appropriate disposal of state-owned property and vehicles.
  
  Finance
  • Ensure departmental compliance with spending, budget, and university guidelines
  • Ensure appropriate oversight, compliance, checks and balances and audit guidelines with all departmental financial processes
  • Monitor monthly expenses and transactions for proper account coding and appropriate spending limits based on adopted/approved budget and line-item spending limits
  • Ensure timely and accurate payment of departmental invoices
  • Ensure timely review/payment of fuel invoices ($400,000 annually) to NCDOT (gas and diesel) and Greenville Utilities (CNG)
  • Ensure timely review/payment of monthly maintenance contract invoices – Gregory Poole, Cummins, White’s ($1,000,000+ annually)
  • Extensive use of all Banner systems is required
  • Regular use of PORT for purchase orders/payment to vendors
  • Coordinate with Materials Management and ITCS for contracts and payments over $5,000 and technology/software review
  • Ensure payment and renewal of service/maintenance contracts for Transit technology hardware/software – Clever Devices ($75,000), Remix ($35,000), TransLoc ($15,000)
  • Regular use of Procard for payment to vendors with $25,000 monthly limit
  • Perform monthly reconciliation on all revenue and expense accounts
  • Prepare and ensure monthly reports are submitted to the Division
  • Prepare monthly financial reports for the Director
  • Prepare financial reports for quarterly and annual reports
  • Assist in annual budget preparation process
  • Stay current on ECU records retention guidelines and ensure departmental compliance and appropriate records removal/storage/destruction
  • Perform collections for charter services $750,000 annual revenue
  • Make all departmental deposits into appropriate accounts following all ECU guidelines
  • Handles all incoming and outgoing departmental mail service
  • Departmental travel administrator – travel preauthorization and post travel reimbursement
  • Utilize/setup U-Store for departmental online credit card payments
  • Maintain bus service contracts for apartment communities – 3 updates & legal review annually
  • Ensure contracts are properly executed for over 1 million dollars of annual revenue
  • Work with clients and ECU Legal and Materials Management for updates and proper tax paperwork
  • Ensure collection of revenue & reconciliation of accounts
  • Manages leased Enterprise Rent a Car vehicle fleet – coordinates service/inspection/mileage/vehicle change out/invoices ($40,000 annually)
  
  Administration
  • Provide administrative support to the departmental Director
  • Manage the Director’s calendar, respond to meeting requests, setup meeting/calls
  • Communicate directly with faculty, staff, and students on behalf of the Director
  • Generate correspondence on behalf of the Director to internal and external constituents
  • Ensure departmental compliance with university policy for record keeping and retention
  • Ensure departmental compliance with documentation of financial/HR/timekeeping procedures
  • Supervise/manage all departmental inventory and supplies
  • Utilize the ECU work order system for facility maintenance and repairs
  • Serve as departmental representative for fixed assets and surplus property
  
  Human Resources
  • Departmental SuperAdmin for Kronos timekeeping
  • Review/approve time for department as departmental approver
  • Oversee departmental Kronos guidelines
  • Provide guidance and oversight for job postings for student and temporary positions
  • Coordinate full-time postings
  • Ensure compliance and approvals for hiring proposals
  • Manage HR functions for all full-time and temporary employees
  • Work with Campus Living and Student Affairs Business Office staff on personnel matters
  • Direct/oversee/provide approvals to Payroll Coordinator position
  • Review employee records to ensure that department maintains current and accurate records for 100+ students/20+ temporary/15 full-time
  • Serve on hiring/discipline committees as needed
  
  Supervision
  • Provide direction and oversight to Payroll Coordinator position
  • Perform timely intermediate & annual evaluation and goal setting for employee(s)

• About the company

  East Carolina University is a public research university in Greenville, North Carolina.

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