Administrative Services Coordinator II (Finance)

Kennedy Krieger Institute, Inc.; Baltimore (MD); On-site; USD 45,000 - 76,000; Full time

Job summary

Kennedy Krieger Institute is seeking an Administrative Coordinator II to provide support to the Finance department's Senior Vice President and Vice President. Responsibilities include handling confidential financial documents, coordinating schedules, and processing the department's invoices. The ideal candidate will have strong organizational skills, attention to detail, and a solid background in administrative support.

Benefits

Medical, dental, and vision benefits

401K with match

Tuition reimbursement

Free parking

Childcare subsidies

Professional development opportunities

Qualifications

• Three to four years of previous administrative support required.
• High School Diploma or GED required; BA/BS preferred.

Responsibilities

• Provide administrative/secretarial support to Senior Vice President of Finance.
• Coordinate schedules, maintain information security, and manage departmental documentation.
• Assist with report compilation and financial statement preparation.

Skills

Attention to detail

Organizational skills

Communication

Education

High School Diploma or GED

BA/BS degree

Job description

Overview

The Administrative Coordinator II provides diversified administrative support to the Senior Vice President of Finance, Vice President of Finance and performs secretarial duties for the Finance department.

Responsibilities

1. Provide administrative/secretarial support to the Sr. Vice President-Finance, Vice President-Finance and to other directors/managers in the finance department.

2. Coordinate and maintain confidential information security. Documents to secure include confidential financial files and records, correspondence, leases and contract agreements, corporate legal documents, tax returns, audit reports and financial statements.

3. Coordinate schedules and supervisors’ appointments. Schedule Board Committee meetings, budget meetings and any other meetings as requested by the Sr. Vice President-Finance and other senior managers in Finance. Arrange for rooms, catering service, travel arrangements as needed.

4. Open, review, and distribute inter-office and external mail for the Sr. Vice President-Finance and other senior managers in Finance. Bring priority items to the supervisors’ attention. Answer office phone, screen and direct calls. Schedule and greet visitors. Respond to calls and visits, determine urgency of situation and need to interrupt supervisors.

5. Prepare Personal Property Tax Returns on an annual basis.

6. Process most purchase requisitions, check requisitions and travel and expense reimbursements for the Finance department in the ProcureIt/XM system. Process check requisitions in the XM system for the department and others areas of the Institute, as needed and requested. Prepare credit card reconciliation monthly.

7. Coordinate with necessary staff to post Finance information on the Institute intranet and external website. Work with Finance department managers to maintain and clean the Finance shared directory on a continuous basis.

8. Order and maintain office and kitchen supplies for the Finance and Human Resource department. Assist in department equipment maintenance.

9. Work with Human Resources to update and maintain job descriptions for Finance staff members when requested. Maintain Finance department organization chart.

10. Assist with Institute compliance, control process of dispersing, Business Associates Agreements receipt and recordkeeping for new vendors of the Institute.

11. Notarize documents as needed.

12. Maintain the purchasing card system including user maintenance, system maintenance, tracking of receipt and coding support and payment approvals. Distribute information to the accounting team on a monthly basis.

13. Process department invoices and update external lab information in EPIC.

14. Maintain and distribute external filing support and tax forms.

15. Assist with report compilation and formatting as needed for internal and external reporting including the annual financial statement and grant audit, Medicare cost report, and 990 tax filing.

Qualifications

EDUCATION:

• High School Diploma or GED required.

• BA/BS degree preferred.

EXPERIENCE:

• Three (3) to four (4) years of previous administrative support required

Benefits

Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and childcare subsidies! In addition, we offer rich professional development opportunities.

EOE/M/F/D/V

Minimum pay range

USD $45,176.35/Yr.

Maximum pay range

USD $75,492.14/Yr.

Vacancy ID 11738

Pos. Category Administrative and Office Support

Job Location : Street 1741 Ashland Ave

# of Hours 40.00

Job Locations US-MD-Baltimore

Pos. Type Regular Full Time

Department : Name Finance

Equal Opportunity Provider & Employer M/F/Disability/ProtectedVet