Administrative Operations Professional I

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.

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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.
  
  

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

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