Job Information
Wesleyan University Business Manager, Student Involvement in Middletown, Connecticut
The Office of Student Involvement (OSI) serves as a resource for students and 250+ student groups looking for ways to foster a sense of community through leadership development and programming. In addition to organizing, developing, and creating New Student Orientation, the Office of Student Involvement plans large scale community events such as Welcome Week, Student Involvement Fair, Fall Fest, Winter Weekend, Spring Fling, and Senior Week.
Reporting to the Director of Student Involvement, the Business Manager is responsible for overseeing the financial operations and administrative functions of the Wesleyan Student Assembly (WSA) and Office of Student Involvement (OSI). This role ensures efficient budgeting, accounting, and financial reporting for student organizations, campus events, and programs. The Business Manager collaborates with student leaders, university staff, and external vendors to manage the financial aspects of student-led initiatives and ensure compliance with university policies.
Responsibilities for the position include:
Financial Oversight
Provide leadership and strategic direction for all financial and business activities of the department and Wesleyan Student Assembly.
Manage the budget for student organizations and activities, including tracking expenditures, processing payments, and reconciling accounts.
Generate financial forecasts based on historical spending patterns and projected student fees and provide recommendations on budget management.
Develop annual budget proposals and oversee fund allocation to ensure efficient resource use.
Collaborate with the university finance department to assist with the management of the WSA endowment, ensuring proper allocation, financial reporting, and alignment with university policies.
Assist student leaders in understanding budget guidelines, financial policies, and funding procedures.
Assist Director in budget development, monitor and control approved allotments.
Supervise the maintenance of all financial records, budget control and internal bookkeeping for the department.
Serve as the liaison between Division of Finance, Administration, and the greater student body via management of the Student Activities Fee (SAF.)
Oversee student worker compensation through Workforce and Workday Financial System.
Accounting and Reporting
Oversee the financial reporting process, including monthly and annual reports on student activities accounts.
Ensure compliance with university and regulatory financial policies.
Maintain accurate records of transactions and budget allocations.
Administration
Manage the process of hiring coaches / instructors for Club Sports and Performance groups by working collaboratively with Human Resources.
Remain current with online Student Engagement Management system (WesNest.)
Provide updates related to Student Involvement financial policies and procedures.
Collaborate with university departments (e.g., finance, human resources) to support the administrative needs of student organizations.
Provide administrative support for student organization funding requests, travel arrangements, and event logistics.
Supervise WSA auxiliary groups: Espresso and Wesleyan Sound Cooperative. Preserve and communicate the organization’s history while onboarding and training new managers.
Oversee the hiring and payroll for WSA senators, WSA leadership board, WSA auxiliary groups, the Argus (campus newspaper), and First-Generation Low Income Advisory Board.
Oversee ticket sales, event revenue, and expenditure tracking for major campus events.
Perform related duties as required.
Purchasing and Contract Management
Manage the entire contract lifecycle, from requisition to closeout, including organizing student-submitted forms, coordinating with administrators to verify external performer’s compensation eligibility, ensuring timely payment initiation, and maintaining communication with artists, agents, and vendors throughout the process.
Coordinate the purchasing process for student organizations and events, including supplies, services, and vendor contracts.
Establish designated hours for students to schedule appointments for using the department’s purchasing credit card. Ensure accurate record-keeping and timely reconciliation of credit card transactions.
Track and receive purchases made for student organizations, ensuring timely distribution and pick-up of items, while maintaining accurate records of all transactions.
Negotiate and review contracts with vendors, ensuring compliance with university policies.
Manage relationships with vendors and external service providers to support student programming.
Negotiate with outside agencies, artists and vendors to ensure estimates provided to student organizers are feasible and appropriate.
Training and Development
Provide financial training and guidance to student leaders on managing budgets, completing transactions, and using university financial systems.
Facilitate workshops and resources on financial literacy and fiscal responsibility for student organizations.
Other duties as assigned.
On Campus:
This position is required to work on campus.
(Relocation assistance to CT is available for those who qualify).
Minimum Qualifications
Bachelor’s degree in accounting, finance, business administration, education administration, or a similar field with a minimum of five years of budgeting and financial management experience or an equivalent combination of education training and experience.
Experience with operational and fiscal analysis, relevant computing skills, strong attention to detail and organizational skills.
Excellent communication and interpersonal skills, with the ability to work collaboratively with a diverse group of students, staff, and faculty.
Proven knowledge and experience with administrative information systems and Microsoft Office Suite, specifically MS Excel including pivot tables.
Ability to manage multiple priorities and meet deadlines.
Ability to work proactively and efficiently in a dynamic environment.
Excellent critical thinking, analytical and problem-solving skills.
Demonstrated competence in interpreting and applying complex regulations to new situations.
Experience using databases, extracting and analyzing data, and running reports.
Demonstrated ability to maintain confidential data.
Excellent critical thinking, analytical and problem-solving skills
Ability to work proactively and efficiently in a dynamic environment.
Ability to handle multiple projects concurrently.
Preferred Qualifications
Master's degree in accounting, finance, education administration, business administration or related field along with prior experience working in a university Student Activities Office.
Experience working with student organizations and/or in a university setting.
Knowledge of university financial systems and regulations such as Workday, or Anthology Engage.
Prior experience with event planning and vendor management
Position is open untill filled. For full consideration please apply by March 25, 2025 when first review of applications will begin.
As a part of your application please upload a cover letter and resume.
Work Location: On Campus
All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening (https://www.wesleyan.edu/hr/pdfs/Wesleyan%20University%20Background%20Check%20Policy_.pdf) to the satisfaction of Wesleyan University.
Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.
Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html .
Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html
Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify.
Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html .
We welcome your interest in Wesleyan’s diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work.
In this open-minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.
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Internal applicants
If you are currently employed at WES, you must apply for positions through Job Hubs in your Workday (http://workday.wesleyan.edu/) portal. There you will find an abbreviated application form making this process much easier for you!