Clark University

950 Main StreetDept of Visual & Performing Arts
Worcester, MA 01610

Date Posted:
August 01, 2019

Central Massachusetts



Budget Coordinator Job Code 199452


Clark University’s Visual and Performing Arts departmentseeks to fill the position of Budget Coordinator. Reporting to the Department Administrator, the successful candidate will be managing, monthly/yearly balancing, and processing of all payments for the V&PA department’s multiple and separate expense/income; Additional duties include managing student workers.

Duties and Responsibilities

Budget Management

  • Manage and oversee all expense/income budget and accounting duties; in consultation with faculty program directors to ensure that appropriate budget lines and funds are designated for various expenses/incomes
  • Oversee and manage multiple programexpense budgets/funds (Art History; MCA; Music; Screen Studies; Studio Art; Theatre Arts, Schiltkamp Gallery) operating budget and create monthly reports using both CUWeb and Banner in a timely mannerfor program directors

· Oversee and manage the departmental operating budget, in conjunction with the Chair and Department administrator, which includes designated lines for large equipment purchases, and create monthly reports using both CUWeb and Banner in a timely manner.

  • Process and handle all inquiries from Financial services for all business and accounting forms, including but not limited to performer/guest lecturers contracts payment to studio art class models, purchase orders requisitions, printing orders, and check requests
  • Primary point of contact for SmartBuy Plus training and questions
  • Primary point of contact for W9 and necessary paper work training and questions
  • Manage all interactions with programs/academic departments around campus to facilitate journal transfers/purchases

o Budgeting/Purchasing

§ Process all paperwork for all expenses in department, from multiple endowed funds attached to multiple different programs;

§ Manage accounting for 8 separate operating budgets and prepare monthly summaries for Ft faculty

§ Responsible for ordering program equipment and instructional materials

§ Responsible for booking transportation for all filed trips

§ Responsible for setting up all contractors as payable within Clark’s system


  • Ordering and payment program equipment and classroom materials
  • Coordinating, ordering, processing payments food for various program events
  • Coordinating and processing payments for all buses for program field trips

Student Worker Management

  • Hire, train, and supervise student model coordinator
  • Secondary supervision for student workers at front desk
  • Back up supervision to student workers in front office

Other duties as assigned.


  • Bachelor’s degree desired, preferably in accounting or finance.
  • 2-4 years relevant experience, preferably in higher education or not-for-profit sector.
  • Basic knowledge/understanding of general accounting principles and functions including: budgeting, purchasing, reconciling accounts, and financial report preparation.
  • Experience with various technical databases related to purchasing: -e-procurement systems (ex. Smart Buy Plus).
  • High level of proficiency with Microsoft Office Suit products: Word, Access, Excel, and Outlook, required..
  • Prior experience using Ellucian’s Banner, preferred.
  • Organized and detail oriented.
  • Demonstrated ability to work independently, collaboratively, and across teams with a focus on service; ability to multi task with interruptions.
  • Exhibits sound judgement, ability to handle large volume of work, and maintains discretion and confidentiality when handling sensitive information and issues.
  • Ability to communicate complex information, including analysis of financial data, in an understandable fashion to a variety of audiences.
  • Prior experience working with and contributing to a diverse workplace with the ability to interact with a broad range of constituents on campus

This is a full-time, 35hours per week, 11month position with excellent benefits, which include employee and family tuition benefits, 4 weeks’ vacation, generous retirement plan, free use of campus fitness center and many more.

How To Apply:

Review of applications will begin August 2, 2019.Salary will be commensurate with skills and experience. Please email résumé and cover letter . Applicants must reference Job code 199452 in the subject line to be considered for this position.

Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.

Apply by:
August 16, 2019
About this Organization:
Clark University is a liberal arts teaching and research institution founded in 1887. Clark is the oldest graduate institution in the United State, and one of only three New England universities, with Harvard and Yale, to be a founding member of the prestigious Association of American Universities. A Clark education is unique in that it provides a high quality liberal arts education with personal attention and advanced study opportunities, as captured by the three Clark signatures: Make a Difference, Learn through Inquiry, and Experience Diverse Cultures.