Fiscal Operations Coordinator - Physics and Astronomy

University of New Mexico•Albuquerque, NM

7d•$20 - $21•Onsite

About The Position

The Department of Physics and Astronomy, a large teaching and research department located in the state-of-the-art PAIS building, invites applications for our full-time Fiscal Operations Coordinator opening. Under general supervision, this position will serve as a principal liaison between faculty, staff, students, and visitors to the Department and will handle a variety of fiscal and administrative duties. Responsibilities will include high-volume purchasing of goods and services via the web and through Lobo Mart using UNM’s purchasing card process, as well as handling the coordination, purchase, and reimbursement of travel-related expenses (conferences, airfare, lodging, vehicle rentals, etc.). The individual will be responsible for assisting the Department’s accountant with fiscal duties, including processing Journal Vouchers for the Department's Machine Shop, Electronics Shop, and Service Centers. Other areas of responsibility will include hiring undergraduate students, coordinating seminars/meetings, handling time entry, supervising the front-office student employees, and managing the department’s front-office coverage. As a member of our team, this person will support a wide range of departmental activities and day-to-day office operations. The faculty and staff of the Department of Physics and Astronomy work in a collegial environment and are committed to supporting the department’s teaching, research, and service endeavors, and to the education and training of our postdoctoral fellows, graduate students, and undergraduate students.

Requirements

High school diploma or GED
At least 5 years of experience directly related to the duties and responsibilities specified.
Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Nice To Haves

Bachelor’s degree in Business, Accounting, or another related field
Knowledge of UNM’s procurement policies and procedures for purchasing goods and services, to include, Purchase Orders, Purchasing Card (PCARD) Orders, and Direct Pay Invoices for reimbursements (all kinds, including travel expenses), including follow-up and process completion with attention to detail
Excellent customer service skills and the ability to act as the principal liaison between faculty, staff, students, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative issues
Proficiency with Microsoft Office programs, including Word, Excel, and Access
Experience with Banner
Excellent communication, grammar, spelling, and composition skills, as evidenced through a submitted cover letter
Ability to remain organized and focused while multi-tasking in a busy office setting
Ability to be flexible in day-to-day assignments and a willingness to cross-train with other office staff to provide a total range of customer service

Responsibilities

High-volume purchasing of goods and services via the web and through Lobo Mart using UNM’s purchasing card process.
Handling the coordination, purchase, and reimbursement of travel-related expenses (conferences, airfare, lodging, vehicle rentals, etc.).
Assisting the Department’s accountant with fiscal duties, including processing Journal Vouchers for the Department's Machine Shop, Electronics Shop, and Service Centers.
Hiring undergraduate students.
Coordinating seminars/meetings.
Handling time entry.
Supervising the front-office student employees.
Managing the department’s front-office coverage.
Supporting a wide range of departmental activities and day-to-day office operations.