Student Engagement Office & Budget Coordinator
Clark University

Category:: Staff and Administrators
Subscribe::
Department:: SLP-Student clubs/organizations 3121
Locations:: Worcester, MA
Posted:: Jan 22, 2024
Closes:: Open Until Filled
Type:: Full-time - Exempt
Position ID:: 171919

About Clark University:

Founded in 1887, Clark was one of the first all-graduate institutions in the United States. Today the University is a highly-ranked, student-centered institution educating approximately 2,350 undergraduate and 1,150 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. This commitment to scholarship and inquiry reflects the University's commitment to "challenge convention and change our world" and to address issues of critical importance to society. It is also reflected by Clark's many national and international distinctions, including recognition for its diversity and inclusion efforts, innovation, community engagement and impact, as a top green campus, and for having a distinguished geography and international development program. Clark has also been included in the groundbreaking Colleges that Change Lives guide since it was first published in 1996.

Clark is located in Worcester, Massachusetts, a dynamic, diverse city "on the rise." The second largest city in New England, Worcester is home to 11 institutions of higher learning and is increasingly recognized for its growing healthcare and biotechnology communities, its thriving cultural scene, and as a vibrant food hub.

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

Requirements:

• 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

Additional Information:

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.

Application Instructions:

To be considered for this position, you must submit your credentials online. Create a Clark University Careers Account by clicking on the APPLY NOW button below. You will be able to upload the following documents, which are required for consideration:

• Resume
• Cover letter

See the FAQ for using our online system. Please contact us if you need assistance applying through this website.

Already have a Clark University Careers Account? Login to your account to add documents or update your account.

Review of applications will begin immediately and continue until the position is filled. Salary will be commensurate with skills and experience.

Applicants must be currently authorized to work in the United States for any employer.

A successful background check is required upon acceptance.