Administrative Coordinator, EMS Academy

Summary This position is responsible for administrative and Office support for the EMS Academy (EMT, Paramedic, Fire, and EMA).   This position is responsible for managing the unit’s invoicing and cost center.   The position also is responsible for managing, coordinating, and scheduling all class offerings offered in the Hazards Programs, as well as registering students and assisting faculty and the Program Director in all necessary tasks for the hazard’s programs, including the unit budget and financial analysis of the unit.   Manages and coordinates plan operations for the department/division, which may include managerial reporting, budget support, and process improvement. Monitors and reports on monthly budget variances to improve performance, making recommendations to senior management.   Oversees approval, payment, and reports of expenditures. Monitors contractual obligations and ensures consistency with departmental budget and programmatic requirements.   Evaluates existing internal controls and approvals for compliance with University policies and procedures.   Ensures employees are trained on controls within the function and on University policy and procedures. This position is In-Person Essential Functions Assist with start-of-term processes, classroom signs, memos, syllabi copies, faculty packets, JB Learning Manage the data input, including the request and creation of class offerings in the Colleague student system Coordinate processes with various units: cashier's office, registrar, financial aid, and admissions Assist in overall budget management and serve as the budget preparer for the area Manage the operational relationships with the building landlord regarding all maintenance requests Reviews and distributes curriculum, syllabi, and faculty packets relative to the programs, including the High School EMS program Processes all ordering of Fire/EMT supplies necessary for students in the Hazards programs Processes all payments (purchase orders, rent, insurances, maintenance, governmental charges, etc.) in accordance with the approved budget Manages the input, request, application, and registration for class offerings through the Salesforce and Colleague systems Assists with the documentation setting forth the necessary elements of procedures, policy, rules, and regulations necessary for the site’s efficient operation , as well as DOE compliance Manage budget and perform monthly cost and productivity analysis Submit budget revision requests as needed Coordinate reports for disbursements and informative reports for management’s reviews Present recommendations for changes and/or improvements, as well as monetary control Facilitating/Assisting Division Director with future enrollment projections to determine budgeted revenue Develop a proposed budget proposal for the expenses the department will incur as a whole Monitoring enrollments and revenue received compared to budget vs.…