Operations Coordinator, Budget & Campus Financial Services

External Applicants:

Please ensure all required documents are ready to upload before beginning your application, including your resume, cover letter, and any additional materials specified in the job description.

Cover Letter and Supporting Documents:

• Navigate to the "My Experience" application page.

• Locate the "Resume/CV" document upload section at the bottom of the page.

• Use the "Select Files" button to upload your cover letter, resume, and any other required supporting documents. You can select multiple files.

Important Note: The "My Experience" page is the only opportunity to attach your cover letter, resume, and supporting documents. You will not be able to modify your application or add attachments after submission.

Current Employees:

Apply from your existing Workday account in the Jobs Hub. Do not apply from this website.

A cover letter is required for all positions; optional for facilities, campus services, and hospitality roles unless otherwise specified.

Job Description Summary

The position applies working knowledge of budgeting, accounting, financial transactions, and institutional policies to review and process financial activity, identify and resolve discrepancies, maintain appropriate documentation, and support internal controls. The Operations Manager also coordinates office communications, training logistics, and other operational activities.

This is an individual contributor role with responsibility for independently managing assigned work, coordinating processes and activities across the office, and collaborating with campus partners. The position requires sound judgment, attention to detail, strong organizational skills, and a high level of discretion due to access to confidential financial and personnel information.

Job Description

Office & Communications Administration

• Monitor, triage, and respond to inquiries in the main group email boxes.

• Draft, format, and distribute mass communications and announcements to campus stakeholders.

• Manage daily departmental mail processing and deliveries.

• Track and order necessary office supplies and equipment, anticipating departmental needs.

• Coordinate calendars and schedule meetings across multiple departments.

• Coordinate and set up on-site and virtual training sessions, including room reservations, materials preparation, and attendee tracking.

Financial & Transactional Support

• Assist the campus financial services team with daily financial transactions, including processing invoices, employee reimbursements, customer billings, deposits, and other financial transactions.

• Review financial documents and transactions for accuracy, completeness, appropriate supporting documentation, and compliance with University policies and procedures.

• Monitor assigned financial activity and identify items requiring correction, additional documentation, or follow-up.

• Support testing, implementation, and continuous improvement of Workday Transactions.

• Perform other duties and special projects as assigned.

Customer Service and Departmental Support

• Build collaborative relationships across departments to resolve financial issues and improve service delivery.

• Collaborate effectively with Budget, Finance, Human Resources, Payroll, Procurement, and departmental leadership.

• Perform other duties and special projects as assigned.

Required Education, Knowledge, Skills, Abilities:

• 2-4 years of progressive experience in office management, operations, or a financial services environment.

• High proficiency in Microsoft Office Suite (especially Excel) and Google Suite. Familiarity with financial management or accounting software.

• Excellent written, verbal, and interpersonal communication skills.

• Strong organizational skills with the ability to prioritize multiple assignments and meet deadlines.

• Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.

• Demonstrated commitment to exceptional customer service and collaborative teamwork.

Preferred Education, Knowledge, Skills, Abilities:

• Associate’s or Bachelor’s degree in Business Administration, Finance, Accounting, or a related field preferred.

• Working understanding of general budgeting processes, ledgers, and expense reporting.

• Experience in higher education financial administration.

• Experience with Workday Financials and Workday Adaptive Planning.

• Experience developing and delivering end-user training.

Accountabilities:

• Responsible for independently managing assigned work and financial responsibilities.

• Responsible for maintaining compliance with applicable regulations, University policies, and internal controls.

• Responsible for safeguarding confidential financial and institutional information.

Additional Job Description

Physical Requirements:

Work primarily involves sitting and standing, communicating with others, operating a computer and other standard office equipment, and reviewing detailed financial information with accuracy and attention to detail.

Environmental Conditions:

Work is performed primarily in a standard office environment and is not typically exposed to adverse environmental conditions.

Time Type Requirement

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Equal Opportunity Statement

The University is an equal opportunity employer and welcomes all qualified candidates to apply without regard to race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and military or veteran status.

Accommodations for Applicants

If you are an individual with a disability and need an accommodation to participate in the application or interview process, please contact [email protected] or (336) 758-4700.