Finance and External Events Coordinator at Ivy Tech in Bloomington, IN

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.

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.

Requirements

• 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.

Skills

Required

• Organized
• Customer-focused
• Strong verbal and written communication
• Teamwork
• Problem-solving
• Project management
• Customer service
• Workday
• Quickbooks
• Accounts receivable
• Procurement
• Vendor processes

Benefits

• 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:
• 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
• Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. 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.
• 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
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