Financial Assistant

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Standard Work Schedule:
• Building: Morningside
• Salary Range: $58,800 - $62,000

Position Summary

Reporting to the Director of Finance and Administration and the Business Manager, the incumbent provides administrative support for all academic and financial functions of the department. The Financial Assistant works under general supervision to provide general administrative, clerical, and transactional finance support for the Department Processes academic paperwork and forms; maintains student and alumni records. Purchases office supplies by using the departmental Purchase Card (PCARD). Provides support for departmental events including the weekly seminar. Answers phones, responds to inquiries, receives visitors, types correspondence, schedules meetings, files invoices, provides logistical support for events, and performs other related duties as assigned. This position also serves faculty, students and visitors by greeting, welcoming, and directing them appropriately; notifies department members of visitor arrival and performs other tasks, duties, and responsibilities as required. Ensures that departmental shared space is tidy.

Responsibilities

(40%)

Purchasing with PCARD, creating purchase orders; reconciling and order tracking. Evaluates and recommends products, assists in soliciting bids, processes requisitions and purchase orders. Responsible for P-Card transactions and monthly reconciliation. Compiles, codes, enters data, processes, and submits Departmental invoices with accurate Chartstring / Combocode, including travel and business expense reports (TBERs), interdepartmental

invoices, check requests, P-card purchases, and petty-cash vouchers. Files invoices and performs other clerical A/P support. Tracks and deposits accounts receivable. Paying invoices and reimbursements and filing invoices. Trains students / researchers on how to use purchasing systems.

(25%)

Welcomes visitors in person or on the telephone. Directs, faculty, staff and related visitors. Maintains safe, clean reception area, continuity among work teams and contributes to team effort. Greets, assists, and directs visitors as a primary contact for the department office suite. Responds to general departmental telephone inquiries and email correspondence and directs inquiries to the appropriate person(s) for resolution. Conveys information about

Columbia University policies and procedures. Maintains Quartzy site along with departmental listservs.

(20%)

Supporting Department events (including the weekly seminar) Provides logistical support for events and other programming. Reserves rooms for classes, meetings, and events. Assists with A/V setup, catering, facilities setup, and directing of student and work-study assistants. Assists with travel arrangements and other logistical needs. Makes sure kitchen is stocked, clean, along with the storage closet, and shared spaces.

(10%)

Providing student information by providing data entry and other support . Provides administrative and clerical support for the Student Services functions, assisting and working in close collaboration with -Grants Analyst. Assists in maintaining internal departmental database (Excel) records . Assists with the planning, scheduling, and logistical support for student-oriented events and programming. Organizes and maintains student files, and generates reports and

compilations as requested. Programs students access to labs. Submit parking requests, along with visitor passes. 

(5%)

Other general office duties (getting and disseminating mail, delivering items, checking in packages. Performs other tasks, duties, and responsibilities as required.

Minimum Qualifications

High School Diploma or its equivalent required.

Minimum of three years' related experience, or the equivalent combination of education and experience required.

Must have a strong customer service focus and demonstrated ability to work as part of a team.

Must have excellent oral and written communication skills, strong typing skills, and strong organizational and interpersonal skills. Must be able to exercise good judgment, work under pressure and deadlines, and carry out multiple assignments.

Knowledge of pc, excel, ability to work as part of a team, strong interpersonal, analytical, mathematical and communication skills, and ability to meet and to meet deadlines in a fast paced environment.

Preferred Qualifications

An Associates degree.

Previous experience in A/P and A/R strongly preferred. Previous database management and financial software experience preferred, especially with Accounting at Columbia (ARC) system. Previous experience in a Higher education setting is preferred.

Knowledge of ARC, knowledge of purchasing with PCARD

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.