Princeton University
Location
Princeton, NJ | United States
Job description
Business & Finance Coordinator
US-NJ-Princeton
Job ID: 2024-18362
Type: Full-Time
# of Openings: 1
Category: Financial Services and Procurement
Princeton University
Overview
The Business and Finance Coordinator manages financial operations within the Dean's Office in the School of Engineering and Applied Science (SEAS). Working with the Assistant Director for Finance and Planning, the successful candidate will assist with overseeing financial transactions to the tune of about $30 million annually, with direct responsibility for processing, substantiating, reviewing and approving transactions up to a specified threshold. Additionally, they will undertake a variety of financial and non-financial tasks to coordinate departmental purchasing, fund transfers, recharge center chargebacks to Engineering departments, monthly reconciliation, time collection review and approvals, as well as ensuring compliance with University business expense policies and procedures.
Financial Administration and Compliance
- Coordinates financial portfolio for various groups within the Deanâ™s Office.
- Ensures accurate allocation and tracking of funds to support discretionary expenses, innovation research grants, faculty start-up and retention packages, undergraduate lab improvements, capital project renovations, and thesis research, among others.
- Performs regular checks and audits to verify compliance. Assists with responding to any action item(s) as well as the implementation of controls to mitigate risks.
- Supports staff by training and guiding on the setup, navigation, and use of Concur. Communicates travel and expense card changes and updates staff as needed.
- Works with staff on an annual basis to develop budgets that meet the needs of the various groups and programs with consideration of funding availability.
- Tracks departmental budgets and communicates spending trends and budget concerns to staff on a quarterly basis. Recommends reallocation of expenses as needed.
- Reconciles departmental financial transactions, validating their allowability and allocability. Prepares correction journals when warranted to rectify inaccuracies.
Procurement
- Serves as the primary procurement liaison for the Deanâ™s Office.
- Prepares and processes appropriate University agreements and contracts for the Deanâ™s Office.
- Initiates and facilitates supplier registration and onboarding for external vendors.
- Prepares all requisitions and non-PO payments, approves purchases and Concur transactions up to a specified threshold, resolves billing issues, and partners with central purchasing as needed on special and high-dollar purchases.
- Reviews and allocates expenses for recharge centers (SEAS Machine Shop, Robotics, and Nitrogen) to Engineering and other departments monthly.
Business Administration
- Coordinates with Engineering departments regarding processing of the annual postdoc ad.
- Processes undergraduate student funding payments through SAFE.
- Creates and submits various journal entries to facilitate financial transactions and fund reallocation in support of business operations.
- Contributes to survey reporting (ASEE, U.S. News & World Report), metrics and data analysis efforts on personnel, course evaluations, teaching FTEs, sponsored research, and others by leveraging Excel expertise to gather, organize, analyze, and interpret financial data. Supports the generation of insightful reports using data visualization and other excel functionalities.
- Maintains database of capital asset inventory, excel files, and agreements.
Others
- Participates in meetings, workshops, and training sessions for regulatory compliance pertaining to department financial administration.
- Provides assistance with identifying efficiencies and improvement opportunities within the business and finance office.
- Assist with administrative operations for the Dean's Office under the direction of the Assistant Director for Finance and Planning.
- Other duties as assigned.
Essential Qualifications
- Associates or other 2-year degree.
- 4-6 years related work experience.
- Knowledge, skills, and abilities
o Strong knowledge of Microsoft Excel
o Proficiency with other desktop computing tools such as Word and PowerPoint.
o Outstanding organizational, prioritization, and multitasking skills.
o Ability to work in a fast-paced environment and with frequent interruptions.
o Strong customer service focus. Listens to and understands unique concerns.
o Analytical expertise with strong financial management background.
o Able to develop and document effective and efficient business processes.
o Evidence of self-motivation and the ability to work independently and with teams.
Preferred Qualifications
- Bachelorâ™s degree in business management or finance.
- Experience working in higher education setting.
- Knowledge of University business systems, ideally Departmental Charges, PRIME Financials, PeopleSoft, Concur, and SAFE.
Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
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About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.
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