Fiscal & Operations Specialist

Boston College • Newton, MA

1d

About The Position

The Fiscal and Operations Specialist reports to the Assistant Director, Business Services and is responsible for a variety of purchasing, budgeting and administrative functions, including review and origination of expenses in PeopleSoft Financials for 40+ cost centers within the Office of University Advancement; prepares monthly expense reports; serves as a liaison between Procurement Services, Accounts Payable and external vendors; assists with training new staff on procedures for submitting paperwork for vendor payments, expense reimbursements, and general office procedures; and assists with P-Card reconciliation.

Specific responsibilities include:

Fiscal Responsibilities
Reviews and electronically originates all vouchers, expense reports, and check requisitions for the University Advancement staff for approval by the Assistant Director of Business Services or the Director, Finance & Business Services, depending on the amount and cost center
Serves as a liaison with the Purchasing Department and the Controller's Office to ensure that the University's purchasing policies are maintained
Reviews all invoices for accuracy and resolves problems as needed
Research and compare pricing for vendor goods and services
Maintains accurate records of all expenditures and supports backup for all University Advancement budgets
Verifies funds in Program budgets prior to originating vouchers or purchase orders
Monitors budget cost overruns and recommends actions to bring accounts into balance
Assists in the review of monthly P-Card statements and receipts from P-Card holders in accordance with Internal Audit procedures
Assists with the preparation of monthly reports on expenditures, including running queries to distribute P-Card expenses by account
Identifies vouchers, P-Card charges, and expenses that are event-related and records them in Spark
Administrative Services Operations
Assists in training new University Advancement employees on submission of paperwork for vendor payments, general office procedures, and P-Card reconciliation
Updates non-exempt University Advancement staff on fiscal and operations policies and procedures
Manages office supply operations, including ordering, inventory monitoring, and maintaining appropriate stock levels
Participates in ongoing technical and professional development training and education programs
Contributes to a work unit that values diversity and promotes mutual collaboration
Makes sound decisions, exercises good judgment, and examines existing issues in new ways
Maintains confidentiality of individual and institutional information to ensure data security and prevent identity theft per University guidelines

Requirements

• This position requires a high school diploma, a bachelor’s degree preferred, and a minimum of three to five years of bookkeeping/accounting experience in a business or university setting, in addition to customer service experience.
• Training in PeopleSoft Financials to originate purchase orders, vouchers, and to extract reports for P-Card reconciliation, as well as knowledge of appropriate expense accounts for reconciliation of P-Card expenses by account.

Nice To Haves

• The ideal candidate has advanced knowledge of Microsoft Office, especially Excel.
• Requires strong attention to detail, exceptional organizational and interpersonal communication skills, an affinity for numerical data and spreadsheet applications, the ability to multitask with a high degree of accuracy and within time constraints, and a respect for confidentiality.
• Must be a team player who is highly motivated and dedicated to the goals of advancing higher education and has an appreciation for Jesuit Catholic education and the goals and values of Boston College.
• A desire to build a career in advancement is a plus.

Responsibilities

• Reviews and electronically originates all vouchers, expense reports, and check requisitions for the University Advancement staff for approval by the Assistant Director of Business Services or the Director, Finance & Business Services, depending on the amount and cost center
• Serves as a liaison with the Purchasing Department and the Controller's Office to ensure that the University's purchasing policies are maintained
• Reviews all invoices for accuracy and resolves problems as needed
• Research and compare pricing for vendor goods and services
• Maintains accurate records of all expenditures and supports backup for all University Advancement budgets
• Verifies funds in Program budgets prior to originating vouchers or purchase orders
• Monitors budget cost overruns and recommends actions to bring accounts into balance
• Assists in the review of monthly P-Card statements and receipts from P-Card holders in accordance with Internal Audit procedures
• Assists with the preparation of monthly reports on expenditures, including running queries to distribute P-Card expenses by account
• Identifies vouchers, P-Card charges, and expenses that are event-related and records them in Spark
• Assists in training new University Advancement employees on submission of paperwork for vendor payments, general office procedures, and P-Card reconciliation
• Updates non-exempt University Advancement staff on fiscal and operations policies and procedures
• Manages office supply operations, including ordering, inventory monitoring, and maintaining appropriate stock levels
• Participates in ongoing technical and professional development training and education programs
• Contributes to a work unit that values diversity and promotes mutual collaboration
• Makes sound decisions, exercises good judgment, and examines existing issues in new ways
• Maintains confidentiality of individual and institutional information to ensure data security and prevent identity theft per University guidelines

Benefits

• Boston College offers a broad and competitive range of benefits depending on your job classification eligibility:
• Tuition remission for Employees
• Tuition remission for Spouses and Children who meet eligibility requirements
• Generous Medical, Dental, and Vision Insurance
• Low-Cost Life Insurance
• Eligibility for both University-Funded 401k and Employer-Sponsored 403b Retirement Plans
• Paid Holidays Annually
• Generous Sick and Vacation Pay
• Additional benefits can be found on https://www.bc.edu/employeehandbook

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level