Business Services Coordinator

Position Summary

 The Business Services Coordinator provides a variety of administrative functions within the Office of the Vice Chancellor of Finance and Operations (F&O). This position is also required to provide direct administrative support to the Vice Chancellor, Associate Vice Chancellors, Executive Directors, and Executive Assistant(s) as needed. These administrative functions include providing a high-level of customer-service and effective communication to the visitors and callers of the Office of the Vice Chancellor, preparing and editing documents for signature, as well as calendar and travel request management. This position is a full-time, onsite role based in the South Building on the UNC-Chapel Hill campus.

Essential Duties and Responsibilities:

Business Operations Coordination:

• Communication & Visitor Support: Answer the main telephone line, direct calls, take messages, and greet visitors to the office. Oversee the office voicemail system and coordinate logistics for meetings, including those for the Student Fee Advisory Subcommittee (SFAS) and Tuition and Fee Advisory Task Force (TFAT).
• Administrative & Operational Support: Manage incoming and outgoing mail, deliveries, and office supply inventories. Update and maintain the filing system and contract log for Finance and Operations, ensuring executed contracts are returned. Serve as liaison with campus units and provide backup support to other Finance and Operations offices as needed.
• Conference Room & Event Coordination: Schedule and provide technical support for the Finance and Operations conference room, ensuring it is set up, cleaned, and ready for meetings. Coordinate events, including liaising with vendors and caterers.
• Facility & Equipment Management: Oversee office equipment repairs, report maintenance issues, and manage surplus office furniture removal. Ensure the office kitchen is stocked and regularly cleaned.
• Employee & Space Management: Assist with new employee onboarding and parking coordination, including managing Zipcar access and acting as liaison for the office’s Motor Pool. Distribute department keys and manage access requests. Serve as the departmental space coordinator, conducting the annual SPOTS space management proces

Correspondence, Research, & Calendar Management:

• Prepare, edit, and proofread documents for signature, ensuring accuracy.
• Draft and distribute correspondence for the Vice Chancellor, Associate Vice Chancellors, Executive Directors, and Executive Assistants.
• Create and manage Excel spreadsheets for senior leadership.
• Manage the calendar for the Executive Director of the Property Office and provide backup calendar management for other senior leaders.
• Coordinate travel arrangements and requests for Vice Chancellor, Associate Vice Chancellors, and Executive Directors, utilizing the Concur travel system for bookings and expense reporting.
• Conduct research to support Finance and Operations initiatives and provide administrative assistance for search committees or other University-wide committees as needed. 

Finance and Accounting:

• Manage and reconcile the VC F&O Office P-card.
• Submit invoices for payment through the F&O Service Center of Excellence (SCE).

Minimum Qualifications (Knowledge, Skills, and Abilities):

• Experience with Microsoft Office products, especially Outlook, Word, and Excel.
• General knowledge of office management techniques; ability to practice concise and effective communication techniques both orally and in writing.
• Strong interpersonal and oral communication skills. This position requires the ability to establish and maintain effective working relationships with a diverse body of individual colleagues and groups at all levels of the University hierarchy, as well as individuals and groups representing external interests.
• The ability to analyze and interpret policies and regulations, to answer questions, and to resolve problems. The individual in this position takes the initiative to seek out the sources of information and pieces of data needed to respond accurately and in a timely manner.
• The ability to multi-task. Setting and maintaining priorities for the many high-level tasks that must be accomplished within a given time frame is vital. Critical thinking, independent decision- making ability, and the ability to respond effectively to urgent requests are essential to success in this role.
• The ability to work effectively with the other Finance and Operations staff, and any other University employees hired to carry out the activities that fall under the purview of this posit

Preferred Qualifications:

• Ability to create basic financial tracking documents in Excel.
• Some experience with University financial and HR/payroll systems. 
• Preference given to commissioned notary, or applicant willing to be commissioned as a notary in the first 90 days of employment.

 The selected candidate will be employed by the School of Government Services (SOG Services), but their work location and reporting responsibilities will be at the Office of the Vice Chancellor for Finance and Operations (F&O).SOG Services assists faculty and staff at the UNC School of Government in carrying out its important mission: to improve the lives of North Carolinians by engaging in practical scholarship that helps public officials and citizens understand and improve state and local government. As a nonprofit organization and an official affiliated entity of the University of North Carolina at Chapel Hill, SOG Services also contributes to advancing UNC-Chapel Hill’s broader mission of academic excellence, research, and public service.