CURRENT OPPORTUNITIES

• Job Type: Officer of Administration
• Bargaining Unit:
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building:
• Salary Range: $68,000-$75,000

Position Summary

Finance and Administrative Coordinator will ensure that all finance transactions are processed in a responsible manner, complying with all policies and regulations established by the University. The incumbent will provide policy guidance on questions and issues that arise in the processing of Accounts Payable/Purchasing transactions, often gaining resolution and closure to complex situations. They will also play a role in the maintenance of CIESIN’s Grant Portfolio –assisting in the monitoring of project balances, review of grant related transactions and reconciliation of sponsored project activities, and internal financial reporting. Furthermore, they will manage time off process, and maintain staff directory & organizational chart.

The Finance and Administrative Coordinator will also play a role in the planning and execution of Events portfolio in CIESIN.  The incumbent will be required to demonstrate a high-level of customer service via all communication channels (email, phone, and in-person), to exercise good judgment, adhere to confidentiality, and function with minimal supervision in a fast-paced work environment. They will also be responsible for day-to-day maintenance, repairs, and work order tracking for CIESIN’s Office Space. This position will report directly to the Associate Director of Finance & Administration and will work closely with the Senior Finance Manager.

Responsibilities

Procurement / Financial / Grants Operations

Procurement & Purchasing –with CU preferred vendor and purchasing guidelines as guiding principles, assist CIESIN with researching, vetting, and negotiating price for goods and services for all supplies and equipment, as well as ongoing and ad hoc activities. Oversee Vendor Management (Paymentwork) onboarding process for new vendors;

Purchase Order Requests –timely and accurate PO gathering and submission for processing. Ensure cordial and immediate response to vendors for accuracy in the billing process. Oversee project/grand spending capacity for department expenses. Ensure expense coding is accurate against the funding source(s). Maintain accurate record keeping, follow-through, and reporting to ensure all accounts are current and up to date. Adhere to protocols for related file-maintenance for all PO financial transactions;

Accounts Payable –timely and accurate invoice processing, budget validation through PO commitment reporting & supervisor’s approvals, check request/wire transfer submission, support vendor maintenance process, etc. Maintain accurate record keeping, follow-through, and reporting to ensure all accounts are current and up to date. Payment Card Custodian (i.e. PayCard), responsible for ordering card stocks, performing inventory reconciliations, and distributing & securing card stock.  Adhere to protocols for related file-maintenance for all financial transactions; 

P-Card and Corporate Card Holder –responsible for purchases, reconciliation and record keeping of all P-Card transactions, and assist other P-Card Holders with their transactions;

Travel –assist with pre-approvals, advances, arrangements, reimbursements and record keeping maintenance for CIESIN’s broad portfolio. Review and approve Concur Travel & Business Expense Reports for accuracy as an initial reviewer;

Assist CIESIN’s Grant Operations with Special Projects as Needed –including and not limited to Internal Financial Reporting, reconciliation of sponsored project activities, budget monitoring and review grant related transactions to ensure accuracy and adherence to guidelines.

Event / Facilities Operations

• Under the direction of senior staff, support logistical arrangements including vendor selection and negotiations, liaising with internal and external partners, and tracking event-related expenses for budget reporting;
• Secure and track venue/catering reservations; maintain general office supplies and event inventory;
• Ensure timely and accurate processing of contracts in collaboration with related CU offices;
• Responsible for the usage of event registration software (i.e. Event Management System) adhering to policies and procedures of the University & Lamont Campus. Maintain systemized processes and procedures, and suggest improvements for tracking event developments;
• Responsible for post-event wrap-up tasks such as archiving event photos and collateral materials;
• Assist the Director and Associate Directors with special projects, and provide project support for the rest of the team as directed;
• Responsible for office repairs, maintenance, workspace set-up, furniture rearrangement and tracking work orders -ensuring work is being performed.

Administrative

• Support the day-to-day administrative functions in keeping with University Guidelines –ensuring finance policies and procedures are adhered to amongst staff. Assist staff with questions and issues that arise in daily workflows. Point of contact for both internal and external inquires;
• Oversee proper tracking of time-off requests, ensure the submission of Researcher’s monthly timesheets, and maintain online calendars -including travel and attendance for all of CIESIN’s staff. Maintains staff directory and department organizational chart;
• Perform other related duties as assigned.

Minimum Qualifications

• Bachelor's degree or its equivalent in the areas of Administration and Finance, preferably in higher education or executive setting and two years of related experience;
• Must demonstrate outstanding interpersonal skills and the ability to work in a fast-paced environment while maintaining a calm and professional demeanor;
• Must be able to work independently and communicate professionally with peers, supervisors and University personnel;
• Excellent professional, interpersonal, written and verbal communication skills are required;
• Must be highly detail-oriented with exceptional organizational skills, and the ability to work on multiple projects, under pressure on competing responsibilities with resilience and discretion;
• Ability to meet deadlines with accuracy, and prioritize workloads;
• Exercise a high degree of diplomacy, collaboration, and a problem-solving mindset;
• Demonstrated ability to handle sensitive issues and maintain confidentiality; 
• Demonstrated computer proficiency -specifically in excel;
• Some evening work required.

Preferred Qualifications

• Knowledge of University Policies regarding Purchasing and Travel is a plus;
• Knowledge of PeopleSoft and/or other ERP/SAR Systems is a plus.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.