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Business Operations Coordinator

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
This position is directly accountable to the Manager, Business & Financial Operations for the coordination, communication and scheduling of all athletic and recreation facilities, payroll administration for all part-time casual employees, financial support and computer systems administration. He/she will work closely with other members of the department to ensure we have efficient policies and procedures to contribute to a positive customer service experience aligning with the department’s mission, vision and values.

**There is a qualified internal within this role.**

**Responsibilities**:
Payroll Administration
- Communicate pay dates and processes casual earnings requests for all part-time department employees (+500) from over 15 full-time departmental staff
- Maintain accurate records (including contracts) for all part-time employees and annually review compensation matrix with Manager, Business & Financial Operations and department Leadership Team
- In coordination with the Manager, Business & Financial Operations, be responsible for understanding all HR policies and procedures related to payroll
- Liaison with Payroll department and responsible for sharing all Payroll policies, procedures and expectations with the department employers of student-employees
- In coordination with the Manager, Business & Financial Operations, be responsible for understanding and communicating the responsibilities of the department in regards to ESA regulations

Facility Scheduling and Logistics Administration
- Responsible for scheduling of all athletics and recreation facilities including the Physical Activities Complex, Columbia Icefields, Warrior Field, Field House, and athletic fields for all programming, student and university events, and community rentals. This involves coordination of multiple user groups including negotiating time allocations in order to mitigate unallocated time
- Reporting on usage of all athletic and recreation facilities in order to better understand the allocation assignments through each term and maximize external rentals
- Liaison with a variety of on-campus groups including but not limited to the Federation of Students, Registrar’s Office, Central Stores, Community Relations, Parking, Food Services
- Negotiates all rental agreements based upon rate schedules, availability and user type to ensure compliance in legal and liability issues (production of insurance certificates), making sure expectations are aligned to our service abilities
Advises customers on event planning and logistics by interacting with multiple stakeholders including the Manager, Facilities, Customer Service Specialist and Facility Assistants within the department as well as across the University campus
- Chairs weekly scheduling meetings to confirm appropriate allocation of resources for bookings
- Develop, in collaboration with Manager, Business and Financial Operations, written materials including contracts, policies and procedures and general forms

Financial Administration
- Perform accounting and invoice preparation functions that ensure the customer is correctly charged, all monies are deposited in accordance with University cash handling policies and all expenses incurred on behalf of a client are transferred to their contract
- Track and monitor accounts receivables for both internal and external bookings. This amount totals to over $100,000 of revenue annually
- Performs back up responsibilities for the Manager, Business & Financial Operations in regards to daily deposits and financial reconciliation

Customer Service
- Support the service desk student staff in PAC and CIF with financial cash handling
- Deals with escalated service issues that the service desks are unable to assist with
- Supervises co-op who is responsible for general day to day enquiries
- Indirectly supports supervision of customer service staff based upon proximity and escalated issues

Information Technology
- Liaison with IST department for technical support problem solving of the various challenges that face the over 30 full-time staff in the department
- Coordination and testing of the department’s enterprise platform for scheduling, registration and member management (Fusion by Innosoft). This includes regular testing of updates on a secondary environment and reporting adverse results to the developer

Camp Administration
- Liaison with departmental coaches and Coordinator, Sports Clubs & Camps in order to support the service delivery by setting up registration processes including the updating of programming in Fusion

Qualifications:

- Completion of a College Diploma in a business related field required, Undergraduate degree preferred. An equivalent combination of education and/or experience may be considered
- 2-3 years of experience in the field or in an office environment
- Advanced knowledge of Microsoft Office products
- Competency with scheduling software (preferably Fusion software package)
- Proficiency in c