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

Carnegie Mellon University•Pittsburgh, PA

5d•Onsite

About The Position

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. Flexibility, excellence, and passion are vital qualities within Computing Services. Inclusion, collaboration, and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work. 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

Requirements

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
Successful background check
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

Nice To Haves

Bachelor's Degree is preferred

Responsibilities

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