Student Engagement Office & Budget Coordinator - Clark University
Location: Worcester, Massachusetts
Internal Number: 171919
Location: Worcester, MA Category: Staff and Administrators Posted On: Mon Jan 22 2024 Job Description:
The Student Engagement Office & Budget Manager leads administrative support and budget supervision for the Division of Student Success Engagement team, including day-to-day office operations as well as accounting functions and budget management of 130+ student clubs and organizations. Primary office management responsibilities include supervising student staff, developing strategic priorities for the office, being a friendly and knowledgeable office presence for student walk-ins and telephone calls and administratively supporting other engagement staff members on large-scale office functions. Primary budget responsibility is to ensure timely and accurate processing of student reimbursements, purchase orders, vendor invoices, and contracts in accordance with University policies, including successful oversight of budget decisions by student council. The position reports to the Director of Student Leadership and Programming and the Associate Dean of Student Engagement and Belonging.
Additional responsibilities include processing student payroll; accurate and timely allocation of revenue and fundraised money of student clubs; providing guidance to information desk student workers during business hours; maintaining data in financial systems/databases; performing account reconciliations; educate and train members of student clubs and organizations in understanding their budgets; and troubleshooting discrepancies; processing journal entries for the Clark Undergraduate Student Council grants allocations; partner with DSS and SLP leadership in training and supporting student leaders; manage risk in purchasing for student clubs; support other departmental functions. This position serves as a representative of the University, displaying a professional courteous attitude in all interactions and communication with students, faculty, staff, vendors, and other constituents.
Student Engagement Responsibilities
Hire, train, and supervise the student office assistant(s) who receive people in person and by telephone, provide clerical support, and refer people to other University offices as appropriate. Additionally, coordinates the reading of and response to various departmental email accounts.
Create a welcoming and inclusive environment for students and staff
Generate payroll and one-time payments for student engagement student workers
Organize club and organization mail including receiving mail, separating it, alerting the club leader that they have mail.
Support communications to students and families with regards to onboarding and orientation, including managing various inboxes, fielding phone calls, and coordinating email communications in partnership with Orientation and Engage Team leadership
Manage SLP and engagement calendars, including overall support for the Division's strategic operations calendar
Update content for webpages, handbooks, and other student and campus-partner facing materials
Create reports and data analysis from Engage regarding users, events, attendance, and overall activities to various stakeholders and in support of orientation and student onboarding
Develop regular budget, purchasing, allocation, and reconciliation reports for student engagement areas and student clubs
Attends all meetings/trainings for Student Engagement & Division of Student Success, and support All Presence events such as Orientation, Senior Week and Commencement, Spree Day, International Gala, Halloweekend, Fresh Check Day, etc.
Assist with other activities and duties as assigned.
Financial Management & Coordination
Oversee the spending of over 130 student clubs and organizations and various student engagement activities, ensuring accuracy of requests, submitted receipts, and processing payments
Serve as the Clark University Undergraduate Student Council Bookkeeper.
Approve and reconcile all transactions on the University's Smart Buy Plus system and provide quarterly reports of status of all transactions
Maintain student club accounts in Clark Engage, including monthly reconciliation of charges, following up on student submissions, and ensuring clubs have real-time information regarding their finances
Manage student reimbursement requests, collecting information from students and completely processes in a timely manner
Reconcile and keep record of departmental financial records to the University accounting system (Banner) and work with appropriate staff to resolve any discrepancies.
Create various reports for the department, student government, and individual clubs and organizations. Develop regular budget and spending reports for student clubs and the department. Track student club spending monthly, quarterly, and semesterly. Submit reports to CUSC, supervisor, and clubs.
Write and execute contracts for student events, process payments in line with University policies and ensure General Counsel reviews contracts as necessary.
Hold a University Purchase Card and American Express Credit Card to make purchases on behalf of student clubs, processing allocations and submitting monthly charges in a timely fashion.
Generate weekly journal entries for the Clark Undergraduate Student Council expenditures through working closely with the leadership of that organization.
Organize and manage student club cash collection and depositing; "store front" setups in CashNet, and other deposits and donations in adherence to student and university policies
Support and assist in the training of club leaders in regard to financial matters, including hosting workshops, developing tools, and communicating regularly with student leaders.
Participate in the growth and development of unit, division, and institution
Support key initiatives and experiences within the Division of Student Success
Serve as a responsible committee representative as requested
Promote efficiency and courtesy through the University community and ensure that is consistent with the Division of Student Success Mission and Values
Remain cognizant of the University's mission and identity, the constant promotion of diversity, equity, and inclusion, and he importance of student voices
Communicate effectively with supervisor concerning pertinent unit and/or University matters
Other duties as assigned that are within the best interest of the division
Bachelor's degree required; 1-3 years of professional experience or a combination of education and relevant work experience.
Minimum 2 years previous accounting/bookkeeping, or similar experience
Excellent organizational and communication skills
Understanding and appreciative of the particular needs of college students
Multicultural competence and awareness
Ability to work with diverse students and colleagues
Ability to be flexible and adaptable
Strong customer service skills
Ability to be resourceful and work autonomously
Effective written and verbal communication
Experience with multi-tasking, prioritizing, and maintaining flexibility in a dynamic, fast-paced, and unpredictable work environment,
Basic understanding of and comfort with technology. Experience using Excel, Banner, SmartBuy Plus, and/or Campus Labs Engage preferred
As of June 1, 2023 Clark University no longer requires employees or students to be vaccinated against COVID-19. However, Clark urges all community members to follow CDC guidelines for COVID-19 vaccination, which recommend that everyone stay up to date with COVID-19 vaccines including booster doses. This is important for your own personal health as well as the health of our community.
Clark University embraces equal opportunity as a core value: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Clark University offers a generous benefit package for full and, if applicable, part-time employees that include; paid time off, generous retirement plan, group health and dental insurance, life insurance, and tuition, along with use of many campus amenities. For a complete list of benefits for eligible employees visit here.
To review the Clark University Police Department Annual Security and Fire Safety Report visit here.
Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.