Coordinator-Finance & Administration

Position Summary

The Finance and Administrative Coordinator will be responsible for processing all finance transactions in compliance with university policies and regulations.

They will offer guidance on policy-related questions and issues arising from Accounts Payable / Purchasing transactions, often resolving complex situations.

The Finance and Administrative Coordinator will also be responsible for planning and executing the Events portfolio at CIESIN.

The individual in this role will be expected to provide high-level customer service through various communication channels (email, phone, and in-person), demonstrate good judgment, maintain confidentiality, and work independently in a fast-paced environment.

Additionally, they will oversee the day-to-day maintenance, repairs, and work order tracking for CIESIN’s office space. This position reports directly to the Associate Director of Finance & Administration and collaborates closely with the Senior Finance Manager.

Responsibilities

Procurement / Financial -60%

• Procurement & Purchasing with CU’s preferred vendor and purchasing guidelines as the guiding principle, assist CIESIN with researching, vetting, and negotiating price for goods and services for all supplies and equipment, as well as ongoing and ad hoc activities.
• Manage membership applications and annual renewals. Oversee the Vendor Management (Paymentwork) onboarding process for new vendors and vendor modifications;
• Purchase Order Requests obtain all needed documentation / approvals for auditing purposes and submission, work closely with vendors to ensure accurate billing and up-to-date accounts.
• Adhere to protocols for maintaining files for all purchase order financial transactions. Assist with the fiscal year close process by identifying open purchase orders for goods and services for accruals to rollover into the next fiscal year;
• Accounts Payable ensure all financial paperwork and approvals are gathered for processing cash deposits, vouchers, invoices, check requests, wire transfers, etc.

Verify expense coding (chartstring) for accuracy, budgets, and open commitments. Respond to vendor billing inquiries, reconcile vendor payments, and maintain a tracking log / electronic filing system for all department expense documents.

Coordinate payments and manage logs for ArcGIS license renewal, and distribute License Agreements to outside departments for renewal, ensuring payments are received and valid.

As a Payment Card Custodian (i.e. PayCard), responsible for ordering card stocks, performing inventory reconciliations, and distributing & securing card stock.

• Assist with the preparation of expense tracking schedules, ARC closing entries, and reconciling OTPS expenses;
• P-Card and Corporate Card Holder responsible for purchases, reconciliation and record keeping of all P-Card / Corporate Card transactions, and assist other P-Card Holders with their transactions;
• Travel review and validate Concur entries and ensure that all necessary documentation for audit purposes is provided. Organize travel itineraries as a Concur Travel Arranger.

Assist with Concur questions, travel advances, reconciliations, reimbursements, and ensure international trips are registered with CU ISOS.

Event / Office Supply & Equipment Inventory / Facilities Operations -20%

• Plan and coordinate a diverse range of events, such as workshops, symposiums, social activities, etc.;
• Create work orders for event support, manage catering and party rental orders with the University's approved vendor;
• Manage invitation and response lists, coordinate travel and accommodation logistics, prepare necessary documents and materials, and support conference related commitments;
• Ensure timely and accurate processing of contracts in collaboration with related CU offices;
• Prepares event estimates, resolves billing issues, and compiles invoices for completed events;
• Responsible for post-event wrap-up tasks such as archiving event photos and collateral materials;
• Maintain general office supplies inventory, and office equipment - copiers, printers and phones;
• Oversee maintenance and repair work order requests for CIESIN's space and ensure the efficient completion of tasks;
• Assist the Director and Associate Directors with special projects, and provide project support for the rest of the team as directed.

Minimum Qualifications

• Bachelor's degree or its equivalent in the areas of Administration and Finance, preferably in higher education or executive setting and two years of related experience;
• Must demonstrate outstanding interpersonal skills and the ability to work in a fast-paced environment while maintaining a calm and professional demeanor;
• Must be able to work independently and communicate professionally with peers, supervisors and University personnel;
• Excellent professional, interpersonal, written and verbal communication skills are required;
• Must be highly detail-oriented with exceptional organizational skills, and the ability to work on multiple projects, under pressure on competing responsibilities with resilience and discretion;
• Ability to meet deadlines with accuracy, and prioritize workloads;
• Exercise a high degree of diplomacy, collaboration, and a problem-solving mindset;
• Demonstrated ability to handle sensitive issues and maintain confidentiality;
• Demonstrated computer proficiency -specifically in excel.

Preferred Qualifications

Knowledge of University Policies regarding Purchasing and Travel is a plus;

Knowledge of PeopleSoft and / or other ERP / SAR Systems is a plus.