Business Operations Coordinator

Jobtailor; Philadelphia (Philadelphia County); On-site; USD 48,000 - 72,000; Full time

Job summary

Jobtailor is seeking a detail-oriented administrative professional in the United States to coordinate departmental financial transactions and provide essential operational support for academic programs. You will manage travel reimbursements, PO processing, vendor payments, journal entries, and budget reallocations while supporting meetings and events.

The role requires a Bachelor's degree with 2–3 years of related experience, strong Excel skills, and a customer-focused, proactive mindset.

Qualifications

• Bachelor's degree and 2–3 years of related experience required.
• Strong organizational and time-management skills in a fast-paced environment.
• Ability to handle financial and administrative transactions accurately and follow policies.
• Excellent written, verbal, and interpersonal communication.
• Proficiency with Excel and financial information systems.

Responsibilities

• Coordinate departmental financial and business transactions, including travel reimbursements, purchase orders, vendor payments, journal entries, budget reallocations.
• Provide administrative and operational support for departmental meetings, seminars, conferences, workshops, and academic activities.
• Handle scheduling, travel arrangements, event logistics, communications, calendars, and records.
• Support course administration, faculty onboarding, and academic processes across programs.
• Develop and maintain financial and operational reports, databases, and records, including monthly account reporting.
• Assist with budget administration, forecasting, and year-end activities.
• Serve as a resource for faculty, students, visitors, advisors, and university partners.
• Resolve routine issues, coordinate special projects, maintain departmental web content, and identify process improvements.
• Perform other duties as assigned.

Skills

Financial Transaction Management

Budget Administration

Microsoft Excel Proficiency

Organizational Skills

Communication Skills

Education

Bachelor's degree + 2-3 years experience

Tools

Microsoft Office

Financial Information Systems

Administrative Information Systems

Job description

• Coordinate departmental financial and business transactions, including travel reimbursements, purchase orders, vendor payments, journal entries, budget reallocations, and related financial activities.
• Provide administrative and operational support for departmental meetings, seminars, conferences, workshops, and academic activities.
• Handle scheduling, travel arrangements, event logistics, communications, departmental calendars, and records.
• Support course administration, instructional resources, faculty onboarding, and academic processes across undergraduate, MBA, and doctoral programs.
• Develop and maintain financial and operational reports, databases, and records, including monthly account reporting.
• Assist with budget administration, forecasting, fiscal year-end activities, and financial reviews.
• Serve as a resource for faculty, students, visitors, academic advisors, and University partners.
• Resolve routine issues, coordinate special projects, maintain departmental web content, and identify opportunities to improve administrative processes and service delivery.
• Perform other duties as assigned.

Requirements

• A bachelor's degree and 2 to 3 years of experience or equivalent combination of education and experience is required.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and maintain accuracy and attention to detail in a fast-paced environment.
• Demonstrated ability to handle financial and administrative transactions accurately and to interpret and apply established policies, procedures, and guidelines.
• Strong written, verbal, and interpersonal communication skills, with a demonstrated commitment to providing responsive, professional, and customer-focused service to a variety of constituents.
• Strong proficiency with Microsoft Office, particularly Excel, and demonstrated ability to learn and effectively use financial, administrative, and academic information systems.
• Demonstrated initiative, sound judgment, resourcefulness, and problem-solving skills, including the ability to work independently and collaboratively and identify opportunities to improve administrative processes.
• Background checks may be required after a conditional job offer is made.

Core Competencies

Demonstrates strong organizational and time-management skills to effectively coordinate financial transactions and administrative support for academic programs. Proficient in Microsoft Office, particularly Excel, with a focus on improving administrative processes and delivering customer-focused service.

Highest-signal resume keywords

• Financial Transaction Management
• Budget Administration
• Microsoft Excel Proficiency
• Organizational Skills
• Communication Skills

ATS Optimization Keywords

Hard Skills

• Financial Reporting
• Budget Forecasting
• Database Management
• Journal Entry Processing
• Purchase Order Management

Soft Skills

• Time Management
• Problem-Solving
• Interpersonal Communication
• Attention to Detail
• Initiative

Industry Keywords

• Departmental Financial Transactions
• Academic Administration
• Event Logistics
• Faculty Onboarding
• Customer-Focused Service

Tools & Technologies

• Microsoft Office
• Financial Information Systems
• Administrative Information Systems