MINIMUM REQUIREMENTS:

Bachelor’s degree in a related field and two (2) years of relevant experience or an equivalent combination of education and experience. Grade 5 (Salaried)

POSITION DESCRIPTION:

The Unit Specialist provides vital administrative and financial support to ensure smooth daily business operations for Campus Recreation and Wellness at the University of Louisville. The Unit Specialist’s primary responsibilities include managing the front office and student office staff, assisting with the preparation of budgetary and financial reports, and completing deposit transactions totaling approximately $200,000 annually using FusionPay software. This position onboards 100+ student workers annually and supports them in their daily responsibilities. The Unit Specialist performs timekeeping duties to yield accurate and timely payroll processing for all hourly staff and supports all departmental fiscal functions in coordination with the Student Affairs Business Office.

Essential Duties and Responsibilities

• Serves as departmental office manager for Student Recreation Center (SRC), managing front office operations and processes including delegating daily office tasks, answering main department phone, responding to messages received in department’s email service account, and serving as department’s front-line liaison to other departments and vendors
• Ensures all financial procedures are carried out accordingly and provide administrative support and guidance to department team members
• Supervises all front desk student workers; onboards and supports 100+ student workers annually
• Processes procard and debit card transactions and reconciles these account budgets
• Assists Director and Associate Director with monthly budget projections
• Coordinates departmental purchasing including managing vendor contracts, requisitions and supplier invoices and collects contracts and invoices and routes them to the assigned business administrator for processing
• Submits all orders for office supplies and equipment from the University stockroom and contracted vendors, ensuring department’s inventory is consistently adequate
• Manages department procards, facilitating usage, reallocating charges, and reconciling bank statements
• Manages and processes all departmental travel and expenses including booking travel and submitting expense reimbursements
• Provide assistance and backup as required to ensure that membership programs are responsive to demand
• Oversee credit card processing and daily cash/check deposits, utilizing FusionPay payment software and ensure grids are provided to University Controller’s Office and deposits are made timely
• Performs timekeeping duties for all department hourly staff, including ensuring employees’ time is submitted and approved and facilitating communication with supervisors and Payroll regarding time and payroll processing
• Performs additional duties as directed in support of department objectives and to ensure operational efficiency
• Reconciles department’s vehicle gas expenses and vehicle operational and maintenance costs

Preferred Qualifications

• Five (5) years of related work experience such as office management, drafting documents and spreadsheets, preparing reports, supervising student workers, making department purchases, timekeeping, and processing travel and expenses
• Familiarity with University processes and protocol

Work Hours and Location: This is a full-time, exempt position with a 37.5-hour regular workweek. Additional work hours may be required based on department needs, programming, staffing, and/or scheduling. The primary work location for this position is at the Belknap Campus.

• Serves as departmental office manager for Student Recreation Center (SRC), managing front office operations and processes including delegating daily office tasks, answering main department phone, responding to messages received in department’s email service account, and serving as department’s front-line liaison to other departments and vendors
• Ensures all financial procedures are carried out accordingly and provide administrative support and guidance to department team members
• Supervises all front desk student workers; onboards and supports 100+ student workers annually
• Processes procard and debit card transactions and reconciles these account budgets
• Assists Director and Associate Director with monthly budget projections
• Coordinates departmental purchasing including managing vendor contracts, requisitions and supplier invoices and collects contracts and invoices and routes them to the assigned business administrator for processing
• Submits all orders for office supplies and equipment from the University stockroom and contracted vendors, ensuring department’s inventory is consistently adequate
• Manages department procards, facilitating usage, reallocating charges, and reconciling bank statements
• Manages and processes all departmental travel and expenses including booking travel and submitting expense reimbursements
• Provide assistance and backup as required to ensure that membership programs are responsive to demand
• Oversee credit card processing and daily cash/check deposits, utilizing FusionPay payment software and ensure grids are provided to University Controller’s Office and deposits are made timely
• Performs timekeeping duties for all department hourly staff, including ensuring employees’ time is submitted and approved and facilitating communication with supervisors and Payroll regarding time and payroll processing
• Performs additional duties as directed in support of department objectives and to ensure operational efficiency
• Reconciles department’s vehicle gas expenses and vehicle operational and maintenance cost