Job Description
OFFICIAL TITLE : Staff Associate, Functional Administrator and Accounts
SUPERVISION RECEIVED : Director of Conference and Event Services
SUPERVISION EXERCISED : May supervise work study and / or student employees, as assigned.
General Statement of Duties : The incumbent is responsible for the comprehensive administration and support of the university's room scheduling system (25Live), ensuring efficient, accurate, and optimized non-academic use of campus facilities. This role serves as the primary liaison for system users, providing training, troubleshooting, and ongoing support, while maintaining operational oversight of scheduling processes, system configurations, and data accuracy. The position also oversees related financial functions, including billing, account reconciliation, and budget support, in coordination with the Controller and Fiscal Affairs. Regular collaboration with campus stakeholders is essential to enhance system functionality, support event logistics, and contribute to financial reporting and planning processes. This role may require occasional evening and weekend work based on event needs.
Responsibilities : E) = Essential
- E) Responsible for the overall system administration of the university's room scheduling software (25Live). Provides guidance, expertise, and oversight in the facilitation of efficient and optimized non- academic scheduling of university facilities.
- E) Serves as the primary contact for reservation system end-users?providing support, training, and managing rights / authorization within the system.
- E) Develops / updates training manuals and programs and conducts training for end-users on a regular basis.
- E) Manages day-to-day system operations including, but not limited to : security group assignments, scheduling / editing blackouts, task flow management, and room / resource inventory updates.
- E) Responsible for internal pre-event check-in procedures.
- E) Troubleshoots system malfunctions, resolves incidents, and consults / coordinates with 25Live representatives.
- E) Generates / assigns custom reports to ensure accurate and consistent flow of information regarding facility usage to campus partners as needed.
- E) Collaborates with campus partners to improve functionality of calendar publication to ensure accuracy of information posted on the University calendar.
- E) Attends weekly Logistics Meetings.
- E) May work nights and weekends as necessary. Participation in events at irregular hours will be scheduled based on event need.
- E) Oversees billing / accounts receivable functions in coordination with WSU Controller ensuring accurate billing and recording and collection of amounts due.
- In coordination with WSU Controller and Fiscal Affairs staff, issues dunning notices for non-payment and assists with sending overdue accounts to collections
- E) Prepares requisitions / purchase orders, processes invoices, journal budget transfers, and employee reimbursements.
- E) Reviews and records transactions in the general ledger and subledgers as appropriate, limiting use of off system databases and when necessary, reconciles with internal off system databases in coordination with the Fiscal Affairs and budget staff.
- E) In coordination with the WSU Controller and other budget and fiscal staff, assists in collecting / organizing financial data for monthly, quarterly, and end-of-year financial reports using a departmental P&L statement.
- E) Assists with annual budget process.
- E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.
- E) Responsible for contributing to the WSU Strategic Plan.
- E) Responsible for contributing to Equal Opportunity / Affirmative Action objectives.
- Performs other duties as assigned.
Requirements :
Required Qualifications :
Bachelor's Degree.Minimum 2 years of experience in field of event and / or facility management.Excellent computer skills including proficiency in Microsoft Office, especially Excel.Knowledge of basic bookkeeping procedures.Familiarity with finance procedures and policies.Good math skills and the ability to spot numerical errors.Detail orientated and strong communication skills.Ability to balance multiple tasks, meet deadlines, and work independently.Must demonstrate a high degree of judgment, problem solving and resourcefulness.Must have commitment to excellent customer service.Preferred Qualifications :
Experience with the 25Live (College Net) reservation system.Experience in event coordination.Additional Information :
This is a full-time, benefited, exempt, professional APA position. The firm annual salary range for this position is $58,000- $62,000, commensurate with relevant professional experience and education.
Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.
Worcester State University offers a competitive benefits package that includes :
a choice of 8 different pre-taxed, health insurance plan optionsa choice of pension or 401(a), and supplemental plan retirement optionslife insurance up to 8x the annual salarylong-term disability coveragedental insurance20 vacation days accrued per year15 sick days accrued per year5 personal days per yearpaid holidaystuition remission for self, spouse, and dependent childrenand more...We are an equal opportunity / Affirmative Action Employer. M / F / D / V. Members of traditionally underrepresented groups are strongly encouraged to ap