Business Services Associate - Thomas S. Kenan Institute for the Arts

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Position Information

Classification Title	Business Services Coordinator I
Working Title	Business Services Associate
Position Type	EPS
Position Number	001306
Full/Part Time	Full-time
School/Department Information	The Thomas S. Kenan Institute for the Arts (TSKIA) was established in 1993 to strengthen the arts by initiating and incubating new ideas within the various constituencies and settings of the University of North Carolina School of the Arts (UNCSA). By leveraging the extraordinary talents and creative energies of students, faculty, staff, and alumni to bring distinction to UNCSA, the Kenan Institute acts as a springboard to the broader creative community.
Primary Description of Work	The Business Services Associate provides business and administrative support to the Thomas S. Kenan Institute for the Arts. Reporting to the Associate Director of Finance & Operations, the ideal candidate will possess exceptional organizational skills, attention to detail, and the ability to manage multiple tasks and projects simultaneously. The range of duties includes, but is not limited to, program coordination and marketing support, budget management, event planning, summarizing and reconciling information including financial data, and facilities management. This role is critical in ensuring the smooth operation of the executive office and supporting the financial and operational functions of the organization.
Work Schedule and hours	Monday-Friday 8:00am-5:00pm
Description of Responsibilities and Duties	Business Services: Assist the Associate Director of Finance & Operations with budget preparation, financial reporting, and expense tracking and reimbursements to support the core programs and initiatives of the Thomas S. Kenan Institute for the Arts. Monitor financial transactions for appropriate and allowable budget spending per university guidelines and business practices; initiate financial transactions including direct payment processing, purchase orders, interdepartmental transactions, purchase card orders and reconciliation, and other related financial actions. Reconcile travel expenses for Institute staff and TSKIA sponsored projects. Support the management of contracts and vendor relationships, including tracking deadlines and maintaining records, and coordinating with UNCSA Purchasing. Office Management & Records Administration: Provide high-level administrative support to the Executive Director and Institute staff, including managing calendars, scheduling meetings, coordinating travel arrangements, and ensuring a well-organized, efficient, and welcoming environment for Institute staff and guests. Coordinate and support meetings, including preparing agendas, taking minutes, and tracking action items to ensure the Executive Director and Associate Director of Finance & Operations are well informed of upcoming commitments and responsibilities. Maintain files, including archive, data retention, and destroy policies and procedures. Manage office supplies, equipment, and facilities to support the needs of the Institute. Serve as the Institute’s on-site building liaison to address any issues that may arise in the Kenan Cottage and serve as the point of contact for property and asset management, including the Kenan Institute Art Collection. Project Management & Event Planning: Assist with the planning and execution of special projects and events led by the executive office, including board meetings, retreats, and TSKIA-sponsored programmatic activities. Coordinate cross-functional teams and resources to achieve project goals; track project timelines, deliverables, and milestones, ensuring projects stay on schedule. Support TSKIA grantmaking initiatives by way of managing applications, award letters, and grantee final reports Handle logistics, including venue selection, catering, contracted vendors, and audiovisual needs. Ensure events run smoothly and address any issues that arise promptly. Communication and Coordination: Contribute to a positive and collaborative work environment by participating in team meetings and organizational activities. Serve as a primary point of contact for internal and external stakeholders, maintaining positive and professional relationships and ensuring timely and accurate flow of information. Draft and distribute communications on behalf of the Executive Director and Institute staff including emails, memos, and announcements; manage CMS database and website updates. Other Duties as Needed: Perform additional administrative, financial, and operational tasks as assigned by the Executive Director and Associate Director of Finance & Operations to support the overall mission and objectives of TSKIA, including work-related travel, and occasional evening or weekend work. Adapt to changing priorities and assist with special projects and initiatives as required. Provide backup support for other team members during peak periods or absences.
Minimum Qualifications	Bachelor’s degree in business administration or a related discipline; or an equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.
Preferred Qualifications	Bachelor’s degree in business administration, management, or a related field preferred. Minimum of 3 years of experience in business management support or office management roles. Strong organizational and time management skills, with the ability to prioritize tasks effectively. Excellent written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software. Demonstrated ability to handle confidential information with discretion. Strong interpersonal skills and the ability to build and maintain professional relationships. Project management and event producing experience is a plus.
Terms of Employment	P1 PrsnlLv EHRA 17.33 12 Month
Knowledge, Skills and Abilities	Exceptional interpersonal skills and ability to work effectively with individuals with varied backgrounds, experiences, and perspectives. Ability to work effectively and strategically with supervision and manage priorities and projects to ensure successful outcomes. Ability to support multiple projects and cross-functional teams to advance strategic goals and partnerships. Ability to apply judgment for problem resolution or program requirements Ability to maintain a high degree of confidentiality. Excellent organizational skills and practices.
Special Conditions for Eligibility

Posting Detail Information

Posting Number
Open Date	06/04/2025
Close Date
Open Until Filled	Yes
Salary Range
Recruitment Range, if applicable	$53,000 - $60,000
Special Instructions to Applicants	This is an Exempt Professional Staff (EPS) position. PLEASE NOTE: A criminal background check will be conducted on candidate finalist prior to the offer of employment. Resumes WILL NOT be accepted in lieu of completing an electronic application. The application must be completed in full detail (including work history) for your qualifications to be considered. Failure to complete the application process as required by state regulations WILL result in your application being rejected for the vacancy and you will not be considered for the position. Other materials may be requested at a later time. Applications will be treated confidentially until the final stages of the search process. Salary will be commensurate with experience. The University of North Carolina School of the Arts is an equal opportunity and affirmative action employer and all qualified applicants are welcome to apply without regard to age, color, disability, gender, gender identity, gender expression, genetic information, national origin, race, religion, sex, sexual orientation, National Guard, or veteran status. EEO Contact Information Applicants needing assistance with the application process are asked to contact: suttonar@uncsa.edu

Supplemental Questions

Required fields are indicated with an asterisk (*).

1. How did you learn about this employment opportunity?

   • UNCSA Website

   • Agency Referral

   • Print Advertisement (Newspaper / Periodical)

   • Social Media (LinkedIn, Twitter, Facebook, Other)

   • Online Job Board

   • Other
     

Documents Needed To Apply

Required Documents

1. Resume

2. Cover Letter

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