Finance and External Events Coordinator

• →Responsible for accounts receivable, billing & collecting for sponsor and third-party accounts.
• →Maintain required documentation for all billing activities in accordance with the Financial Management Manual.
• →Research and resolve travel- and procurement-related questions from departments.
• →Coordinate vendor setup requests and maintain the frequently used supplier list for the campus and act as the College’s representative when working with vendors and contractors.
• →Verify P-Card transactions and purchasing for compliance.
• →Support contract management, including initiating approval processes for contracts/service agreements and negotiating supplier agreements for goods and services.
• →Handle all inquiries from external partners; gather initial event logistics and check availability of and assign appropriate space; facilitate contract process to confirm reservations.
• →Schedule tours of our space and talk through event logistics with external partners prior to their events; prepare and share event diagrams with external partners.
• →Collaborate with 25Live Campus Data Administrators to ensure reservations have been added to our system via room scheduling software.
• →Effectively communicate all set-up instructions, including applicable event diagrams, with in-house facilities, security, and information technology teams.
• →Provide administrative support to the Director of Finance and, when requested, the Vice Chancellor of Finance.
• →Assist as needed with campus events, receptions, and meetings hosted by the Chancellor’s Office.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

• Associate’s degree
• Minimum of 3 years of experience in finance, business administration, or office management role.
• Technical Skills: Proficiency in financial systems (e.g., Workday, Quickbooks) with experience in accounts receivable, procurement, and vendor processes.
• Analytical Skills: Ability to monitor budgets, verify transactions, and ensure compliance with institutional policies and regulations.
• Communication Skills: Strong verbal and written communication skills with the ability to provide training and support to staff.
• Problem-Solving: Capable of addressing travel, vendor, and procurement issues quickly and effectively.
• Teamwork: Demonstrated ability to work collaboratively across departments and with external vendors/contractors.
• Project Management: Skilled in managing multiple priorities, tracking deadlines, and supporting special projects.
• Customer Service: Commitment to providing responsive, solution-oriented support to campus stakeholders.

• Preference is that the Associates degree is in Finance or related field.
• Familiarity with public sector or higher education financial operations, knowledge of contract management and supplier negotiation, and/or experience supporting audits and compliance reviews strongly preferred.

We are looking for a candidate who is committed to an environment where team members feel valued, respected, and supported. The ideal candidate will demonstrate a strong commitment to a workplace culture that recognizes and appreciates varied perspectives, backgrounds, and experiences. We are seeking someone passionate about creating and maintaining a team dynamic that encourages open communication and mutual respect. 

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

• 10% employer retirement contribution, fully vested after two years

• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage

• Short-term and long-term disability benefits

• Generous paid time off, including vacation, sick leave, holidays, and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)