Finance Operations Coordinator

New York Medical College • Valhalla, NY

126d • $44,000 - $55,000

About The Position

The Finance and Operations Coordinator is responsible for assisting the Office of Academic Administration and Clinical Department Administrators (CDA) in managing the clinical department's budget, processing personnel actions, overseeing various financial and operational tasks, and coordinating renovations and space planning. This role ensures efficient operations and financial management, supporting the clinical department's goals and objectives.

Requirements

• Bachelor's degree in a relevant field (e.g., Finance, Business Administration).
• Minimum of 3 years in a similar role within a medical or educational setting.
• Proficiency in Microsoft Office Suite, database management, and financial software.
• Excellent communication and organizational skills.
• Ability to work independently and as part of a team.
• Strong problem-solving abilities.

Nice To Haves

• Certifications in project management or financial management.

Responsibilities

• Serve as an expert budget manager, utilizing Banner Self-Service (SSB) and Tableau to oversee and reconcile departmental hard dollars, grants, designated purpose funds, affiliation funds, and student award funds.
• Conduct detailed financial analyses to support departmental planning and decision-making.
• Provide regular financial reports and insights to both the department and Dean's Office.
• Serve as an expert in the TouroOne Buy (Unimarket) online purchasing system, processing purchase orders, retrofit orders (check requests), blanket orders, and employee expense claim reimbursements.
• Manage the processing of honoraria payments to outside speakers in accordance with institutional policies.
• Monitor and track grant balances, ensuring that project funds are utilized efficiently and in compliance with sponsor guidelines.
• Proactively manage grant end dates and notify the Dean's Office of any upcoming grant losses or funding gaps.
• Maintain an accurate and up-to-date grant database for the department.
• Collaborate with Administrator and Office of Restricted Funds to discuss funding issues and provide guidance on grant management.
• Assist Clinical Department Chair and Administrator in the preparation of annual department hard dollar budget.
• Assist in submitting department budget proposal for annual budget meeting with Dean's Office.
• Manage user access and permissions for department funds within the Banner and Unimarket systems.
• Process User Account Creation and Modification Forms (UACMF) to add, remove, or update access for faculty, staff, and guest users.
• Process Teaching Service and Administration (TSA) payments to faculty for clinic or on-call services.
• Assist CDA in management of department clinical trial study grants.
• Ensure a thorough three-way match between study contracts, invoice backup, and subject enrollment data.
• Maintain expertise in the TouroOne Enterprise system, including all Banner applications and modules.
• Act as a resource for system navigation, troubleshooting, reporting, and process optimization.
• Prepare and submit Electronic Personnel Action Forms (EPAFs) within the Banner system.
• Monitor the progress of submitted EPAFs and follow up as needed.
• Complete and submit Personnel Requisition Forms (HR-3 form) with accurate position details.
• Coordinate capital projects, relocations, and renovations with Facilities and Capital Planning.
• Implement and maintain policy and procedure manuals for the department.
• Assist the Deans' Offices in space planning and coordinate all renovations and space issues.
• Represent the department at college meetings, including HR Administrator Meetings.

What This Job Offers

• Industry: Educational Services
• Education Level: Bachelor's degree