NC State University
Business Services Coordinator
NC State University, Raleigh, North Carolina, United States, 27601
Posting Number:
PG194796SP
Internal Recruitment:
No
Working Title:
Business Services Coordinator
Anticipated Hiring Range:
$52,000 - $56,000
Work Schedule:
Monday - Friday, 8 am - 5 pm
Job Location:
Raleigh NC
Department:
Counseling Services
About the Department The Division of Academic & Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College. NC State wants employees to achieve their highest potential at work, learn more about our employee value proposition here You Belong Here. The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student.
The Counseling Center assists NC State students experiencing personal, academic or vocational problems. The goal of the Counseling Center is to provide students with professional counseling services and outreach to help them cope with issues that may impede successful academic performance. The Counseling Center also offers crisis intervention and psychological/ psychiatric assessment as well as consultation with others who have concerns about the mental/ emotional state of NC State students. Our services are primarily short term in nature and we make referrals to other helping professionals and community agencies as appropriate. Members of the counseling center commit to:
A nurturing, supportive community
A commitment to cultural humility
Holding ourselves and each other accountable
Embracing compassion in all situations
Using evidenced-based quality of care
Wolfpack Perks and Benefits As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.
What we offer:
Medical, Dental, and Vision
Flexible Spending Account
Retirement Programs
Disability Plans
Life Insurance
Accident Plan
Paid Time Off and Other Leave Programs
12 Holidays Each Year
Tuition and Academic Assistance
And so much more!
Attain work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties Business & Records Administration
Provide oversight and strategic management of medical records operations, including secure record maintenance, release-of-information processes, and compliance with federal and state regulations; develop and update internal procedures to ensure continuity, accuracy.
Oversee and coordinate all business operations for the unit, including HR transaction support, personnel paperwork, office operations, equipment needs, inventory management, and workflow improvement. Coordinates with DASA Human Resources and DASA Finance.
Financial Management
Lead and manage all psychiatry billing operations, including creating, reviewing, and reconciling billing for psychiatry visits using SHS software; ensure accurate coding, timely submission, and compliance with clinical billing guidelines.
Generate and manage direct-bill processes for no-show clients; audit and resolve discrepancies and communicate with internal and external stakeholders as needed.
Manage all grant-related financial transactions and approvals, including application review, data tracking, processing expenditures, monitoring budget balances, forecasting spending, reconciling invoices, and ensuring compliance with sponsor and University guidelines.
Serve as the unit’s primary accounting and fiscal support, independently preparing, reviewing, and approving a wide range of fiscal documents. Responsibilities include:
Receiving, authorizing, and preparing voucher entries;
Processing departmental vouchers;
Establishing new vendors and coordinating with Purchasing/Accounts Payable;
Reconciling departmental P-Cards and resolving discrepancies;
Preparing, submitting, and tracking travel reimbursements;
Creating, reviewing, receiving, and troubleshooting MarketPlace orders.
Monitor expenditures on a daily and ongoing basis for compliance with University, State, and auditing regulations.
Collaborate with campus business and purchasing offices to develop vendor and service agreements; track, process, and reconcile contract payments with minimal oversight.
Information Processing & Decision-Making
Analyze complex financial transactions, billing trends, and expenditure patterns to identify errors, resolve problems, and ensure compliance with policies and regulations.
Interpret and apply University, State, HIPAA, and grant regulations to develop or revise internal procedures; provide guidance to staff and leadership on non-routine or ambiguous situations.
Prepare detailed reports, summaries, and documentation that support decision-making across business, financial, and clinical service areas.
Communication
Serve as a resource to staff, practitioners, vendors, and University partners by explaining and interpreting business processes, billing procedures, and financial policies that span multiple operational areas.
Communicate with faculty and practitioners to coordinate continuing education programming, ensuring compliance with professional accreditation requirements.
Prepare clear written communication, billing notices, contract documentation, financial summaries, and procedural guidance for internal use.
Planning, Organizing & Coordination
Organize and coordinate speakers, presenters, and logistics for continuing education programs for clinical practitioners, ensuring compliance with professional standards and documentation requirements.
Prepare, maintain, and track Independent Contractor contracts and required paperwork, act as the unit’s main liaison with the University’s IC review and approval processes.
Develop and implement improved business processes and workflows to support operational efficiency and compliance across financial, administrative, and clinical-support functions.
Other Responsibilities
Other duties as assigned by supervisor or executive director of Counseling Center.
Minimum Experience/Education 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
Strong interpersonal, oral, and written communication skills with the ability to effectively interact with a wide range of stakeholders.
Demonstrated analytical, organizational, and problem-solving skills, including the ability to interpret and apply policies and procedures.
Proven ability to maintain a high level of accuracy and attention to detail while managing multiple tasks, prioritizing deadlines, and handling confidential information with discretion.
Demonstrated commitment to implementing and maintaining best practices in all business operations.
Thorough financial and accounting knowledge with the ability to manage budgets using established University tools and reporting systems, process, monitor and audit financial transactions, audit accounts and resolve discrepancies, manage account structures.
Required License or Certification
N/A
Valid NC Driver's License required No
Commercial Driver's License Required? No
Job Open Date 12/19/2025
Earliest Close Date 01/07/2026
Notice to Applicants Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase “see resume”.
Special Instructions Please include as attachments a resume/CV, cover letter, and contact information for at least 3 professional references.
Position Number 00041251
Position Type SHRA
Position Classification Band Title Business Services Coordinator
Position Classification Band Level Advanced
Position Classification Salary Range $ 34,280 - $ 63,478
Salary Grade Equivalency NC11
Alternate Option If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00
Appointment 12 Month Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Non Mandatory - Emergency Event
Time Limited Position No
Department Id 244020 - Counseling Services
EEO NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
#J-18808-Ljbffr
PG194796SP
Internal Recruitment:
No
Working Title:
Business Services Coordinator
Anticipated Hiring Range:
$52,000 - $56,000
Work Schedule:
Monday - Friday, 8 am - 5 pm
Job Location:
Raleigh NC
Department:
Counseling Services
About the Department The Division of Academic & Student Affairs (DASA) is where students discover connections and community. It is where students live, where they gather, where they improve themselves, each other, and their university. DASA is where students seek guidance and support, both in and outside of the classroom. The division serves all students at NC State through three integrated components: academic affairs, student affairs, and University College. NC State wants employees to achieve their highest potential at work, learn more about our employee value proposition here You Belong Here. The Division of Academic and Student Affairs is the place to work for values-driven faculty and staff who are passionate about promoting the success of the whole student.
The Counseling Center assists NC State students experiencing personal, academic or vocational problems. The goal of the Counseling Center is to provide students with professional counseling services and outreach to help them cope with issues that may impede successful academic performance. The Counseling Center also offers crisis intervention and psychological/ psychiatric assessment as well as consultation with others who have concerns about the mental/ emotional state of NC State students. Our services are primarily short term in nature and we make referrals to other helping professionals and community agencies as appropriate. Members of the counseling center commit to:
A nurturing, supportive community
A commitment to cultural humility
Holding ourselves and each other accountable
Embracing compassion in all situations
Using evidenced-based quality of care
Wolfpack Perks and Benefits As a Pack member, you belong here, and can enjoy exclusive perks designed to enhance your personal and professional well-being. As you consider this opportunity, we encourage you to review our Employee Value Proposition and learn more about what makes NC State the best place to learn and work for everyone.
What we offer:
Medical, Dental, and Vision
Flexible Spending Account
Retirement Programs
Disability Plans
Life Insurance
Accident Plan
Paid Time Off and Other Leave Programs
12 Holidays Each Year
Tuition and Academic Assistance
And so much more!
Attain work-life balance with our Childcare benefits, Wellness & Recreation Membership, and Wellness Programs that aim to build a thriving wolfpack community.
Disclaimer: Perks and Benefit eligibility is based on Part-Time or Full-Time Employment status. Eligibility and Employer Sponsored Plans can be found within each of the links offered.
Essential Job Duties Business & Records Administration
Provide oversight and strategic management of medical records operations, including secure record maintenance, release-of-information processes, and compliance with federal and state regulations; develop and update internal procedures to ensure continuity, accuracy.
Oversee and coordinate all business operations for the unit, including HR transaction support, personnel paperwork, office operations, equipment needs, inventory management, and workflow improvement. Coordinates with DASA Human Resources and DASA Finance.
Financial Management
Lead and manage all psychiatry billing operations, including creating, reviewing, and reconciling billing for psychiatry visits using SHS software; ensure accurate coding, timely submission, and compliance with clinical billing guidelines.
Generate and manage direct-bill processes for no-show clients; audit and resolve discrepancies and communicate with internal and external stakeholders as needed.
Manage all grant-related financial transactions and approvals, including application review, data tracking, processing expenditures, monitoring budget balances, forecasting spending, reconciling invoices, and ensuring compliance with sponsor and University guidelines.
Serve as the unit’s primary accounting and fiscal support, independently preparing, reviewing, and approving a wide range of fiscal documents. Responsibilities include:
Receiving, authorizing, and preparing voucher entries;
Processing departmental vouchers;
Establishing new vendors and coordinating with Purchasing/Accounts Payable;
Reconciling departmental P-Cards and resolving discrepancies;
Preparing, submitting, and tracking travel reimbursements;
Creating, reviewing, receiving, and troubleshooting MarketPlace orders.
Monitor expenditures on a daily and ongoing basis for compliance with University, State, and auditing regulations.
Collaborate with campus business and purchasing offices to develop vendor and service agreements; track, process, and reconcile contract payments with minimal oversight.
Information Processing & Decision-Making
Analyze complex financial transactions, billing trends, and expenditure patterns to identify errors, resolve problems, and ensure compliance with policies and regulations.
Interpret and apply University, State, HIPAA, and grant regulations to develop or revise internal procedures; provide guidance to staff and leadership on non-routine or ambiguous situations.
Prepare detailed reports, summaries, and documentation that support decision-making across business, financial, and clinical service areas.
Communication
Serve as a resource to staff, practitioners, vendors, and University partners by explaining and interpreting business processes, billing procedures, and financial policies that span multiple operational areas.
Communicate with faculty and practitioners to coordinate continuing education programming, ensuring compliance with professional accreditation requirements.
Prepare clear written communication, billing notices, contract documentation, financial summaries, and procedural guidance for internal use.
Planning, Organizing & Coordination
Organize and coordinate speakers, presenters, and logistics for continuing education programs for clinical practitioners, ensuring compliance with professional standards and documentation requirements.
Prepare, maintain, and track Independent Contractor contracts and required paperwork, act as the unit’s main liaison with the University’s IC review and approval processes.
Develop and implement improved business processes and workflows to support operational efficiency and compliance across financial, administrative, and clinical-support functions.
Other Responsibilities
Other duties as assigned by supervisor or executive director of Counseling Center.
Minimum Experience/Education 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
Strong interpersonal, oral, and written communication skills with the ability to effectively interact with a wide range of stakeholders.
Demonstrated analytical, organizational, and problem-solving skills, including the ability to interpret and apply policies and procedures.
Proven ability to maintain a high level of accuracy and attention to detail while managing multiple tasks, prioritizing deadlines, and handling confidential information with discretion.
Demonstrated commitment to implementing and maintaining best practices in all business operations.
Thorough financial and accounting knowledge with the ability to manage budgets using established University tools and reporting systems, process, monitor and audit financial transactions, audit accounts and resolve discrepancies, manage account structures.
Required License or Certification
N/A
Valid NC Driver's License required No
Commercial Driver's License Required? No
Job Open Date 12/19/2025
Earliest Close Date 01/07/2026
Notice to Applicants Please make sure that the work history you list on your application is identical to the work history listed on your resume. The application must be filled out completely, do not use the phrase “see resume”.
Special Instructions Please include as attachments a resume/CV, cover letter, and contact information for at least 3 professional references.
Position Number 00041251
Position Type SHRA
Position Classification Band Title Business Services Coordinator
Position Classification Band Level Advanced
Position Classification Salary Range $ 34,280 - $ 63,478
Salary Grade Equivalency NC11
Alternate Option If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.
Full Time Equivalent (FTE) (1.0 = 40 hours/week) 1.00
Appointment 12 Month Recurring
Mandatory Designation - Adverse Weather Non Mandatory - Adverse Weather
Mandatory Designation - Emergency Events Non Mandatory - Emergency Event
Time Limited Position No
Department Id 244020 - Counseling Services
EEO NC State University is an equal opportunity employer. All qualified applicants will receive equal opportunities for employment without regard to age, color, disability, gender identity, genetic information, national origin, race, religion, sex (including pregnancy), sexual orientation, and veteran status. The University encourages all qualified applicants, including protected veterans and individuals with disabilities, to apply. Individuals with disabilities requiring disability-related accommodations in the application and interview process are welcome to contact 919-513-0574 to speak with a representative of the Office of Equal Opportunity.
If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or workatncstate@ncsu.edu.
Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.
NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.
#J-18808-Ljbffr