Enterprise Business Solutions Coordinator

About the Role

Otterbein University is seeking a highly organized and service-oriented Enterprise Business Solutions Coordinator to support the day-to-day operations of the Enterprise Business Solutions (EBS) department and the Division of Business Affairs. This position is responsible for optimizing operational efficiency, managing workflows, implementing administrative systems, coordinating complex travel arrangements, and facilitating communication across departments. The Enterprise Business Solutions Coordinator serves as a resource to campus partners by supporting purchasing, contract administration, travel management, marketing and communications initiatives, and departmental operations. This role also maintains critical records and databases, analyzes and improves office processes, and supports projects aligned with the strategic goals of the Division of Business Affairs. This is a full-time, exempt position.

Responsibilities

• Centralized Purchasing
  • Serve as the primary administrator for the University's purchasing software (ESM).
  • Lead support and troubleshooting efforts related to ESM tickets.
  • Provide purchasing-related research support.
  • Provide vendor support as needed.
  • Provide administrative support for contract and RFP purchases.
  • Facilitate training for new staff members.
  • Collaborate with campus partners to support University procurement efforts.
• Contract Administration
  • Review and organize new and active contract requests.
  • Verify completeness of forms and required approvals.
  • Process new contract requests within CONCORD.
  • Monitor pending agreements in CONCORD.
  • File completed agreements in CONCORD.
  • Research agreements in CONCORD as requested.
  • Collaborate with campus partners to support contract processing and administration.
• Travel Administration
  • Serve as the primary administrator for the travel management software (CTP).
  • Lead support and troubleshooting efforts for CTP-related tickets.
  • Provide travel-related research support.
  • Facilitate training for new staff members.
  • Collaborate with campus partners to support University travel management processes.
• Marketing & Communications
  • Develop content for the monthly Cardinal E-News, eMarketing campaigns, text communications, and other digital outreach efforts.
  • Create communications related to tips, training opportunities, best practices, and vendor updates.
  • Research, develop, and implement social media strategies to increase awareness and engagement related to purchasing, contracts, travel, the Campus Store, and the Print/Mail Center.
  • Ensure all communications and marketing materials align with University branding standards.
• Administrative & Operational Support
  • Assist the EBS team with administrative matters and daily departmental operations.
  • Develop and maintain training materials related to purchasing, contracts, travel, the Campus Store, and the Print/Mail Center.
  • Maintain reports, metrics, and data within CONCORD, CTP, and ESM.
  • Serve as a resource for University staff.
  • Maintain confidential files and records.
  • Coordinate interdepartmental activities with University administration and campus departments.
  • Gather data and support reporting needs.
  • Manage financial processes including budgets, purchase orders, payment vouchers, credit card reconciliations, marketplace transactions, and expense reports.
  • Manage general office activities.
  • Purchase office equipment and supplies.
  • Assist with facility maintenance requests and service coordination.
  • Coordinate repairs for office equipment including copiers, printers, and computers.
  • Represent the EBS team at meetings and events as needed.
  • Serve on University governance committees and participate in Staff Assembly meetings and functions as available.
  • Perform other duties as assigned.

Qualifications

• Education & Experience
  • High school diploma required; bachelor's degree preferred.
  • Two to three years of administrative experience preferred.
  • Demonstrated ability to address administrative challenges and provide effective solutions preferred.
  • Experience with purchasing software is a plus.
• Skills & Competencies
  • Exceptional organizational skills with the ability to prioritize multiple responsibilities effectively.
  • Proficiency with Microsoft Office, office management software, and the ability to learn new technologies.
  • Strong written and verbal communication skills.
  • Commitment to operating in accordance with University policies, procedures, and values.
  • Professional oral and written communication skills, including grammar.
  • Competency in general math.
• Reasoning Ability
  • Demonstrated analytical problem-solving skills.
  • Strong prioritization and decision-making abilities.
  • Experience with process improvement initiatives.
  • Critical thinking and resourcefulness.
  • Ability to interpret and utilize data effectively.

Physical Demands

• Must be able to spend prolonged periods of time working on a computer.
• Regular and predictable attendance is required.

Work Environment

Work is performed primarily in an office setting but may vary depending upon conditions present at off-campus locations.

Benefits

• Tuition benefit to employee, spouse or domestic partner and dependents
• Accrue 4 weeks of paid vacation
• 10 days paid sick time
• 12 paid holidays plus bonus days
• Medical, dental and vision insurance to you, dependents or domestic partner
• Life Insurance
• Defined contribution retirement plan
• and much more