Operations and Financial Assistant

Brandeis University • Waltham, MA

76d • $53,000 - $56,000

About The Position

Under the direction of the Associate Director, Operations, Administration and Budget, the Operations and Financial Assistant will provide complex and diverse financial support for the campus planning and operations financial portfolio, which includes Facilities Services, Facilities Administration, Capital Programs, University Services, University Events, Campus Planning, and Environmental Health & Safety. This includes regular review and analysis of financial transactions, reconciling accounts, and fixing discrepancies by submitting journal entries, invoice adjustments; reviewing monthly transactions to ensure that expenses are accurate, timely, complete, and properly documented and in compliance with Brandeis policies and procedures; and working with internal and external vendors to ensure timely payment and that billing discrepancies are settled. Preparing and managing regularly required financial reports as well as adhoc reports; maintaining accurate financial records; and performing other duties as requested.

Requirements

• Bachelor's Degree required
• Minimum of 3 years of accounting, finance or related experience. Preferably in a higher educational environment.
• Excellent computer skills, and comfortable with learning new technologies as needed. Proficiency using MS Office Suite, particularly intermediate experience in MS Excel skills. Ability to use Zoom both as an end user and as a presenter. Knowledge and or experience with Maximo.
• Experience with procurement, contractual and financial processes.
• Ability to work independently and as part of a team.
• Willingness to take initiative to implement/improve established financial processes.
• Exceptional interpersonal, communication and organizational skills, including ability to prioritize and multi-task in a busy environment, despite frequent interruptions; accuracy and attention to detail is a must; good judgment and discretion when handling confidential material; follow through on responsibilities and meet deadlines, ability to demonstrate flexibility; ability to prioritize and problem solve; ability to work with a diverse group of people.
• Proactive to foresee and resolve conflicts. Willing to take on new projects and learn new skills as needed.

Responsibilities

• Process financial transactions (check deposits, journal entries, invoice adjustments, requisitions, invoices, track purchase orders, etc.).
• Prepare quarterly budget to actuals reports for all campus planning and operations cost centers. Review reports for discrepancies, unusual activity and bring those issues to the attention of the associate director. Investigate and be prepared to articulate and provide a solution. Quarterly establish review meetings and distribute reports to the supervisors/managers.
• Gather weekly time activity by project for Capital Project group; review for accuracy, or unusual activity, track pending project status and report on findings monthly.
• Communicate and resolve financial transaction discrepancies or errors working in close collaboration with the central university accounts payable and procurement offices.
• Assist with budget management activities (record keeping, data entry, reporting).
• Assist with FY closing process, invoice processing (accruals and carry forwards); close outstanding purchase orders; and issue new blanket purchase orders for next fiscal year.
• Quarterly gather a list of all capital projects completed and ready to close. Review list with capital projects and associate director after consensus provide to capital accounting a list of all projects ready to close for the quarter.
• Weekly accurate and timely reporting on overall Capital Funding availability and by project. Report on both actuals, encumbrances, roll over funds, and reallocation of funds.
• Quarterly review outstanding purchase orders (PO's) for Operating and Capital; Contact vendors to resolve outstanding PO's; report on findings quarterly.
• Serve as the primary backup to the Facilities Work Management group phone line and on-line Work Request system.
• Assist with campus work order or campus card requests both receiving, creating and dispatching campus work orders from faculty, staff, students and guests of the university. Also taking ID card pictures and producing cards for distribution.
• Order general office supplies to include breakroom supplies (coffee, sweetener, water filters) and track and report on the supplies budget on a monthly basis to the associate director. Ensure that adequate supplies are maintained at all times.

Benefits

• Salary range - $53K-$56K

What This Job Offers

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