Working under general direction, the Financial Coordinator will provide a high level of financial support to uphold the efficient operation of the Office of Finance, the Office of the Dean, academic departments and affiliated programs, centers, and institutes in the College of Arts and Sciences. The Financial Coordinator deals with highly sensitive and confidential information.
- Analyze and manage the dean’s operating account on a daily basis to determine the most appropriate funding source for expense and to ensure funds are not overspent and all revenue has been received. Manage the dean’s discretionary account, College marketing and communications, and special program accounts held in the Office of the Dean. Process all accounts payable payment requests, requisitions, and cost transfers; audit monthly expense statements; and reconcile all expenditures. Administer the allocation of expense for dean’s special restricted funds for faculty research and development: review requests submitted by faculty to ensure compliance with dean’s approval; process all accounts payable payment requests, requisitions, and cost transfers; and audit and report monthly status of funds. (20%)
- Serve as a College expert and adviser on reimbursement and procurement processing and other financial services. Provide direct processing and procurement support to the Office of the Dean. In conjunction with the Assistant Director for Finance, develop expertise in the operations of academic departments and ensure the continuation of financial processing during the absence (temporary or permanent) of the administrator/assistant. Provide financial training for new administrators/assistants. (20%)
- Maintain all financial aspects of grant funded programs in the Office of the Dean. Review monthly expense and salary reports for accuracy. Submit all correcting journal entries and report any discrepancies with effort distribution. Process all MOAs and reimbursements for student research awards. Submit all invoices for payment and communicate with faculty seminar participants to complete vendor/tax forms. Process all honoraria and payment requests. (10%)
- Collaborate with College department chairs, administrators, and the director of facilities management in the administration of startup packages and budgets for the purposes of faculty recruitment and setup. Ensure spending is in accordance with approved startup budget. Administer the allocation of expense for faculty recruitment; ensure that only preferred vendors are used; coordinate payment with moving and shipping services, process all requisitions and reimbursement requests, and audit statements and report monthly any irregularities and/or departments not adhering to guidelines. (10%)
- Analyze the market value report for all restricted and unrestricted endowment funds. Maintain and update files. Advise the director of any significant changes in values of the funds. (10%)
- Assist with preparation of the College’s annual budget and the development of the College’s three-year financial plan, including data compilation and analysis and tracking of department’s non-salary expenditures to determine if adjustments can be made. (8%).
- Analyze facilities and administration recovery on a monthly basis. Formulate fiscal year report on financial and administration recovered by principal investigator. (7%)
- Review and audit Funded Project Summary Report received monthly from the Office of Research Administration. Identify those projects that have income or expense deficits and correspond with departments to resolve these issues. (5%)
- Working in conjunction with the Procurement Office, serve as a Delegated Buyer service representative for the College for the purchase, receipt, and control of all products within a limited scope of commodities below $5,000. (5%)
- Manage and administer the reimbursement process for the graduate student health fees (approximately 550 students, totaling over $580K). Confirm with departments that the students are eligible to be reimbursed, enter the payments in the T&E module, and follow up to ensure processing. (5%)
Perform other duties as assigned.
Department: Frequent contact with other members of the Dean’s Office staff, department chairs, department administrators, and faculty members.
University: Frequent contact with university administrators and university staff.
External: Frequent contact with vendors.
Students: Frequent contact with students.
No supervisory responsibility.
Education/Experience: High school diploma and 5 or more years of related financial and administrative experience, preferably in an academic setting OR Bachelor’s degree and 3 or more years of related financial and administrative experience, preferable in an academic setting.
- Must demonstrate a high level of customer service, professionalism both in demeanor and in appearance, initiative, energy, creativity, and flexibility.
- Must exhibit the highest degree of confidentiality, discretion, and tact in dealing with and communicating sensitive matters to university and external constituents.
- Considerable pressure is associated with this position as a result of multiple deadlines, conflicting priorities, and frequent short lead times; proficient in handling multiple tasks and deadlines.
- Excellent organizational abilities, oral and written communication skills required.
- High attention to detail.
- Requires a desire and a demonstrated ability to work closely as a team member, anticipating and coordinating the overall work in the dean’s office.
- Extensive computer experience with word processing, database management, presentation software and spreadsheets is required.
- Requires use of the Microsoft suite office products with high-level skills in Excel, the use of PeopleSoft software and associate reporting tools and the ability to adapt to a wide range of data sources and tools.
- Ability to meet consistent attendance.
- Ability to interact with colleagues, supervisors, and customers face to face.
General office environment.