Finance and External Events Coordinator

ivytech; Bloomington (IN); On-site; USD 45,000 - 50,000; Full time

Job summary

Ivy Tech - Bloomington is seeking a Finance and External Events Coordinator to join our team. This role balances detailed financial work with event coordination for external campus spaces.

You will support accounts receivable, procurement, vendor contracts, budget monitoring, and coordinate external event rentals from inquiry to execution. Ideal candidates are organized, customer-focused and ready to contribute to campus partnerships.

Qualifications

• Associate's degree in finance or related field.
• Minimum of 3 years of experience in finance, business administration, or office management.
• Proficiency in financial systems (Workday, QuickBooks) with AR, procurement, and vendor processes.
• Strong analytical, communication, and organizational skills.
• Experience supporting budgets, invoices, and contract/vendor management.

Responsibilities

• Manage accounts receivable, billing and collections for sponsors and third-party accounts.
• Maintain documentation for all billing activities per policies.
• Research and resolve travel- and procurement-related questions.
• Coordinate vendor setup and supplier list; act as campus representative with vendors.
• Verify P-Card transactions and purchasing for compliance.
• Support contract management and supplier agreement negotiations.
• Handle inquiries from external partners; gather event logistics and confirm space availability.
• Schedule tours and discuss event logistics with partners; share event diagrams.
• Collaborate with 25Live Data Administrators to ensure reservations in scheduling system.
• Communicate setup instructions and diagrams to facilities, security, and IT teams.
• Provide administrative support to Director of Finance and Vice Chancellor of Finance.

Skills

Analytical skills

Communication skills

Problem-solving

Teamwork

Project management

Customer service

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