"Senior Finance and Administration Coordinator"

Position Highlights

The Larger Binocular Telescope Observatory is seeking a Senior Finance and Administrative Coordinator to provide daily financial and administrative support for the department to ensure goals and objectives are accomplished in accordance and within established policies, procedures, and priorities.

This includes administering procurement, accounts payable, and office support for the day-to-day operations and research activities of the department and observatory, including the Large Binocular Telescope Observatory (LBTO) and the Large Binocular Telescope Corporation (LBTC), a 501c3 Non-Profit which sponsors the observatory.

This position requires attention to detail, ability to prioritize, and work conducted effectively within the team and with internal and external collaborators.

This position is full-time, in-person and will report directly to the Business Affairs Manager.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

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Duties & Responsibilities

Administrative:

• Supports the daily administrative and research activities of the department and observatory.
• Assists with the maintenance of office, conference rooms and kitchen facilities.
• Maintains financial and administrative records for audit purposes.
• Professionally greets, supervises and gives direction to internal and external office and observatory visitors.
• Procures supply and equipment orders for the department and the observatory.
• Helps coordinate international freight for research equipment.
• Supports the fleet of vehicles including scheduling use and maintenance, preparing monthly and annual reports to UA Motorpool and State agencies.

Financial:

• Utilizes internal university systems, performs daily financial transactions to make payments, initiate purchases, manage assets, and accurately book expenses.
• Assists with review of transactions and their associated documentation to ensure compliance with internal and external regulations, policies, and procedures.
• Completes necessary documentation for expenditures, deposits, and correcting entries.
• Supports unit asset management and inventory in university systems.
• Provides staff with general guidance regarding financial questions.
• Corporation: Helps manage procurements and payments for the corporation from both domestic and international vendors. Direct communication with vendors, securing quotes, and preparing purchase orders. Prepares invoices for payment with cash voucher or wire transfer. Supports unit cash handling processes ensuring internal controls.

Human Resources:

• Supervises and trains student employees.
• Utilizes the university HR system to perform MSS transactions.
• Assign duties to students who assist in fleet maintenance and other duties.
• Prepares position distributions for changes in personnel funding and payment requests for technology allowances.
• Time coordinator for department timesheets.

Other Duties:

• Coordinates activities which fall outside the scope of normal daily operations.
• Assists with financial audit requests during annual site audit.
• Assists in coordination of event planning for conferences, board meetings, and finance meetings, coordinating event space and meals with Student Union or external vendors.
• Assists with procurement of new fleet vehicles, including working with local vendors to secure quotes, and working with Motor Pool to secure vehicle license and insurance.

Knowledge, Skills, and Abilities:

• Excellent customer service skills.
• Proactive in monitoring tasks and taking prompt actions to complete work.
• Strong organizational skills to effectively manage time, prioritize tasks, set goals, and develop systems to achieve them.
• Possess excellent written and verbal communication skills.
• Knowledge and use of business principles, theories and concepts.
• Work efficiently and effectively both independently and as part of the team.
• Demonstrate honesty and integrity, as well as being flexible and adaptable to a fast-paced and evolving environment.
• Working knowledge of the University's accounting policies, procedures, and practices.

Minimum Qualifications

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
• Experience in Microsoft Office (Word and Excel), Google Suite, and Adobe products.

Preferred Qualifications

• Degree or certification in Business or Accounting.
• Experience with UAccess (Analytics, Financials, Employee).