Finance and External Events Coordinator

Ivy Tech Community College of Indiana; Bloomington (IN); On-site; USD 45,000 - 50,000; Full time

Benefits offered by this job

Health plan

Dental plan

Vision plan

Retirement plan

Education benefits

Job summary

Ivy Tech Bloomington seeks a Finance and External Events Coordinator to balance detailed financial work with event planning and campus partnerships.

You will support accounts receivable, procurement compliance, vendor coordination, and budget monitoring while managing external event space rentals from inquiry through execution.

Qualifications

• Associate’s degree required.
• Minimum of 3 years of experience in finance, business administration, or office management.
• Proficiency in Workday and QuickBooks with accounts receivable and procurement experience.
• Strong communication and organizational skills with attention to detail.

Responsibilities

• Manage accounts receivable, billing, and collections for sponsor and third-party accounts.
• Assist in procurement questions and travel-related inquiries.
• Coordinate vendor setup, maintain supplier list, and act as School representative with vendors/contractors.
• Verify P-Card transactions and purchasing for compliance.
• Support contract management and supplier negotiations for goods/services.
• Handle inquiries from external partners; gather event logistics and confirm space reservations.
• Schedule tours and discuss event logistics with external partners; share event diagrams.
• Collaborate with 25Live Administrators to ensure space reservations are in the system.
• Provide setup instructions and coordinate with facilities, security, and IT teams.
• Assist Director of Finance and Vice Chancellor of Finance; support campus events and meetings.

Skills

Accounts receivable

Procurement

Vendor management

Budget monitoring

Event coordination

Education

Associate’s degree

Tools

Workday

QuickBooks

Job description

Ivy Tech - Bloomington is looking for a Finance and External Events Coordinator to join our team! This dynamic role is ideal for someone who enjoys balancing detail-oriented financial work with relationship-building and event coordination. In this position, you’ll support key campus financial operations including accounts receivable, procurement compliance, vendor and contract coordination, and budget support—while also serving as the point person for external event space rentals, helping partners plan successful events from initial inquiry through execution. If you are organized, customer-focused, and excited about making an impact both behind the scenes and through meaningful campus partnerships, this is a great opportunity to play an important role in the success of our campus. Salary Range: $45,000 - $50,000– based on skills, experience, and education.

GENERAL PURPOSE AND SCOPE OF THE POSITION

We are seeking a highly skilled Finance Coordinator to join our team. In this role, you will leverage your technical and functional abilities to support the Director of Finance in financial functions for the campus to provide procurement compliance, manage non-student accounts receivable and, support and manage external campus event space rentals, and budget monitoring and reporting. The ideal candidate will have a proven track record of working independently and a passion for delivering outstanding results in a dynamic environment.

MAJOR RESPONSIBILITIES

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.

EDUCATION, EXPERIENCE, AND OTHER REQUIREMENTS

• Minimum Qualifications: 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.

Preferred Qualifications

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.

Benefits

• Health & Wellness
• 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
• Retirement & Financial Security 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
• Educational Benefits Fee remission for employees, spouses, and dependent children
• Tuition assistance for undergraduate, graduate, and doctoral programs
• Paid professional development opportunities
• Work‑Life Balance 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)
• Additional Perks Eligibility for Public Service Loan Forgiveness
• Additional discounts on gym memberships, transportation, and various retail services

For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits. Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.

At Ivy Tech, you’ll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indiana’s only full-fledged community college, we’re deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you’ll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact. Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures.

To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs. The most advanced technologies in our classrooms and training facilities. Collaborative and innovative culture with a focus on creativity and employee belonging. Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace.