"Financial Assistant"

Position Summary

Reporting to the Director of Finance and Administration in the Department of Earth and Environmental Engineering (EEE), the incumbent will be the first point of contact for all students, faculty, staff and visitor to the department (in-person and on the phone), the Financial Assistant is responsible for day-to-day transactional coding, A/P processing, and general financial support inquiries. Process EEE invoices, check requests, faculty and staff reimbursements, P Cards and travel expense reports on line, using the University's central systems (ARC). Review all invoices and perform quality check, including verification, etc. Research and review including checking for duplicate payments, review of processed invoices to validate subcode, and reconcile. Liaison with vendors, managers and central Procurement to resolve any processing issues. The incumbent will maintain database and run reports for budget guidance. Process requisitions and purchase orders and interdepartmental invoices. File invoices and perform other duties as assigned. The incumbent will also be responsible for organizing and booking all department events, along with assisting in the execution of all department sponsored events.

Responsibilities

• Serves as the primary administrative point of contact for the department by answering and directing calls, greeting visitors, and assisting faculty, staff, students, and external partners. Manages message intake, access support, mail pickup and distribution, service/incident ticket submission, and organization of shared spaces. Coordinates meeting and calendar scheduling and sends weekly departmental email updates regarding activities, deadlines, and reminders. Orders routine administrative supplies.
• Assists with departmental purchasing procedures. Duties include purchasing goods/services, creating purchase orders, requisitions, and check requests, vendor setup, billing queries, processing P-Card and corporate card transactions, preparing/reviewing journal vouchers, correcting misallocated charges.
• Coordinates and facilitates lab/faculty meetings to review purchasing priorities where necessary. Ensures dissemination of updated University policies and compliance guidance to faculty and students.
• Assists in planning and executing departmental and laboratory events. Coordinates logistics for visitors, speakers, and service providers, including parking access, guest credentials, and travel arrangements. Prepares agendas; procures food, supplies, and event materials; manages event promotion and communication; and books business meals in alignment with policy guidelines.
• Facilitates and monitors freight, equipment, and university-to-university deliveries. Tracks and investigates delayed, missing, or misdirected packages; conducts visits to ensure proper handling of chemical shipments; and coordinates with movers, facilities, and external delivery personnel to ensure items reach the correct laboratory locations. Verifies packing slips and documents received goods.
• Perform related duties and projects as assigned; when requested, the incumbent may be asked to support the other functions of the Department

Minimum Qualifications

High School Diploma or its equivalent required. A maximum of three years related financial experience or the equivalent combination of education and experience required.

Bachelor's degree in Accounting or Finance preferred and two to four years of financial related experience preferred. Knowledge of GAAP and Uniform Guidance Principles strongly preferred.

Experience in AP/ARC preferred. Experience in proposal writing, budget preparation, accounting procedures, and Web site design are preferred.

Must be able to work collaboratively with the SEAS Office of the Dean, Central University offices, faculty, students, PIs, and administrative staff.

Strong attention to detail and good communication, interpersonal, and organizational skills required. Must have initiative, discretion, and the ability to establish priorities and work under pressure with good judgment and with limited supervision and a positive, team-building attitude.

Additional Details

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $59,390 - $63,500