"Sr. Administrative/Finance Coordinator - School of Drama - College of Fine Arts"

Sr. Administrative/Finance Coordinator - School of Drama - College of Fine Arts

Company:
Carnegie Mellon University

Job Location:
Pittsburgh, 15213

Category:
Business and Financial Services

Type:
Full-Time

As part of the School of Drama's Business Office, this position works closely with the Business Manager and Associate Head, Operations. Responsible for providing advanced administrative support for the Business Manager and the SoD at-large. Provides assistance across the School, requires advanced administrative skills and in-depth knowledge of department practices, policies, procedures and programs. This includes reviewing and processing invoices and frequent interactions with vendors, serving as a primary purchaser for the school and coordinating and scheduling travel for faculty and guests. May produce or deposit checks, generate and distribute accounting reports, process payments, assist in reconciling purchases or assist business manager in a department or division by monitoring the expenditures and processing of transactions. Supports and facilitates student worker hiring. The Senior Administrative / Finance Coordinator will also provide general office support as needed: purchasing supplies, processing expense reports, and handling general inquiries to the Business Office. Solves problems that do not need to be referred to supervisor.

Your core responsibilities will include:

• Within the department, coordinates and reconciles budget expenditures; reviews and processes purchase orders; determines proper Oracle information to be charged; reviews, monitors and analyzes monthly financial statements or expense reports; processes journal entries, reimbursements, authorizing payments of invoices; makes deposits, etc.
• Arranges travel for faculty and guest lecturers/artists to the school.
• Advises others in resolving vendor and/or department questions, concerns and issues.
• Handles special or difficult transactions, including special requests for payments, foreign wire transfers, cutting of checks, check cancellations and reissues; creation and distribution of accounting reports, etc.
• Facilitates and organizes student worker hiring.
• Performs miscellaneous office duties such as answering telephones, making copies, record-keeping, opening and date stamping mail, stuffing envelopes, collating and organizing materials and booking travel for staff and guests.
• Works with other support staff and work-study employees. Is responsible for ensuring that all work is performed accurately and in a timely fashion. Checks on progress and approves finished work. Trains new or temporary employees in office systems and processes.
• Directly handles difficult issues. Also directs other departmental staff concerning proper procedures or payment processing.
• Other duties as assigned.

Physical and Mental Requirements:

• Ability to maintain composure when dealing with difficult situations and/or individuals.
• Ability to meet deadlines, work under pressure and with frequent interruptions.
• Ability to pay close attention to detail; keep and maintain accurate and detailed reports and records.
• Ability to prioritize work and handle multiple tasks simultaneously.
• Ability to understand and follow directions.
• Ability to work well with others and/or as part of a team.
• Ability to work with sensitive information, maintain confidentiality and use discretion.
• Visual acuity to perform activities such as extended use of a computer monitor, extensive reading, transcribing, analyzing data and figures, visual inspection involving small defects, small parts and/or operation of machines, using measurement devices, and/or assembly of parts at distances close to the eye.
• Other duties as assigned

Decision Making:
Decisions generally affect own job or specific functional area.

Working Conditions:
Required to work normal business hours; evening and weekend work may occasionally be required.
Required to work in a normal office environment.

Accountability:
Accountable for the successful completion of individual goals and priorities.

Direction:
Assigned duties according to specified procedures and receives detailed instructions.

Supervision:
Authority to oversee the work activities of others. Does not have authority to undertake or recommend. employment actions

Qualifications:
Associate's Degree
Bachelor's Degree is preferred
3-5 years of relevant work experience - Administrative Support, Organization and Planning Skills, Financial Acumen Skills, Data Entry, Accounts Payable, Bookkeeping, Reporting.
A combination of education and relevant experience from which comparable knowledge is demonstrated may be considered.

Requirements:
Successful background check

Location
Pittsburgh, PA

Job Function
Administrative Support and Coordination

Position Type
Staff - Regular

Full Time/Part time
Full time

Pay Basis
Hourly