CBIZ Operations Specialist

Southeastern Community College; West Burlington (IA); On-site; USD 48,000 - 65,000; Full time

Job summary

Southeastern Community College seeks an experienced administrative coordinator to support Continuing Education and Workforce Development programs. You will handle billing, contracts, payroll documentation, certificates, purchasing, invoices, mailings, reporting, and workflow management.

You will maintain program records, agreements, and participant files, ensuring compliance with institutional, state, federal, and grant requirements.

Qualifications

• Strong organizational and administrative skills required.
• Experience with MIS and records management encouraged.
• Excellent written and verbal communication, and customer service orientation.

Responsibilities

• Coordinate daily admin and operational functions for Continuing Education and Workforce Development programs.
• Maintain accurate program records and documents in compliance with requirements.
• Support audits and monitoring activities with proper documentation.
• Develop reports, spreadsheets, and tracking tools for operations and reporting.
• Coordinate logistics for classes, trainings, meetings, and events.

Skills

MIS proficiency

Records management

Written communication

Verbal communication

Customer service

Interpersonal skills

Teamwork

Confidentiality

Driver’s license

Travel willingness

Education

AA or AAS in Accounting/Office Administration/Business

Bachelor’s degree preferred

Tools

MS Office

MIS systems

Job description

Responsibilities

1. Coordinate daily administrative and operational functions for Continuing Education and Workforce Development programs, including billing, contracts, payroll documentation, certificates, purchasing, invoices, mailings, reporting, and workflow management.
2. Maintain accurate program records, agreements, participant files, and supporting documentation in accordance with institutional, state, federal, and grant requirements.
3. Monitor records and documentation for completeness, accuracy, compliance, and records retention requirements; support audits and monitoring activities.
4. Develop and maintain reports, spreadsheets, and tracking tools to support program operations, workforce development initiatives, and state and grant reporting.
5. Coordinate logistics for classes, trainings, meetings, and special events, including facilities, classroom schedules, equipment, technology, and instructional materials.
6. Prepare participant packets, attendance records, instructional materials, and other program documentation.
7. Provide administrative and operational support to instructors, staff, and program stakeholders, including communicating program updates, schedule changes, and other pertinent information.
8. Assist with monitoring program expenditures, reimbursements, budget reports, financial summaries, purchasing, invoice processing, and related documentation.
9. Track contractual requirements, reporting deadlines, and other program deliverables.
10. Review operational and program documents for completeness and accuracy.
11. Provide backup support for departmental functions as needed.
12. Participate in continuous improvement initiatives, special projects, and other duties as assigned.

Education

1. Minimum of 5 years post-secondary training or work experience required.
2. AA degree or AAS in Accounting, Office Administration, or Business required. Bachelor’s degree preferred or an equivalent combination of education and relevant work experience.
3. Varied background in business, industry or administration assistance desirable.

• Experience developing spreadsheets & reports preferred.

Experience and Abilities

1. Strong organizational and administrative skills required, including proficiency with Management Information Systems (MIS), records management, written communication, and computer applications necessary to support efficient office operations.
2. Must possess strong written and verbal communication, customer service, and interpersonal skills to effectively interact with students, customers, community partners, and team members.
3. Strong teamwork and collaboration skills, with the ability to coordinate efforts with CBIZ personnel involved in program development.
4. Must possess the skills to keep accurate records and files, sufficient accounting ability to monitor payroll records and other documentation against reimbursement requests.
5. Must be properly motivated toward the growth and improvement of CBIZ services supporting Southwestern Community College.
6. Think logically and analytically solve problems as they arise.

• Maintain strict confidentiality.
• Manage multiple tasks, prioritize and complete in an accurate and timely manner in spite of regular interruptions.
• Work independently and be a self-starter, including conducting research relevant to routine responsibilities and assigned tasks.
• Work effectively, cooperatively, and cordially with people of diverse background and needs.
• Learn and apply SCC policies and procedures.
• Valid driver’s license.
• Be familiar with the mission of a community college.
• Must have the ability and mobility to serve a rural service area; some travel within the SDR 16 required. Must be able to work on a basis of "available as work demands" in addition to a fixed schedule.