Assistant Finance & Operations Coordinator

California-Institute-of-Technology; Pasadena (CA); On-site; USD 42,016 - 47,871; Full time

Benefits offered by this job

Health insurance

Dental and vision coverage

Retirement savings plans

Paid time off

Job summary

Caltech is seeking an Assistant Finance & Operations Coordinator to support SAS finance processes, including procurement, billing, and journal entries. The role interfaces with Institute Finance and multiple departments to ensure accurate revenue booking and timely vendor payments.

The position requires a Bachelor’s degree in a related field and 1 year of experience, with strong communication, organizational, and MS Office skills. Occasional nights/weekends may be needed.

Qualifications

• Bachelor’s degree in business, accounting, information systems, or related discipline.
• 1 year of experience or equivalent combination of education and experience.
• Experience with accounting, billing and financial reporting processes.
• Excellent written and oral communication skills.
• Strong organizational and multi-tasking skills.
• Ability to interact with all levels of campus personnel.
• Proficiency with MS Office suite.
• Ability to work occasional nights and weekends during periods of high demand.

Responsibilities

• Coordinate procurement, payment, billing, credit card settlement, and accounting processes.
• Ensure accurate booking of SAS revenue transactions monthly.
• Administers procurement and accounts payables for SAS Housing, Dining, Retail and some SAO units.
• Assist in developing and documenting business processes and ensure policy compliance.
• Complete monthly journal entries with Senior Finance Coordinator.
• Support timely procurement of services and materials for operations.
• Provide excellent customer service to customers and vendor partners.
• Handle internal and external billing inquiries.

Skills

Problem solving

Communication skills

Organizational skills

Customer service

Teamwork

Time management

Education

Bachelor's degree in business, accounting, information systems, or related discipline

Tools

Microsoft Office

Job description

Assistant Finance & Operations Coordinator Job Category Fulltime Regular ExemptOvertimeEligible Overtime Eligible Benefits Eligible Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Reporting to the Assistant Vice President for Finance & Operations in Student Affairs (AVP), and with the guidance of the Senior Finance Coordinator, the Assistant Finance Coordinator supports multiple processes within Caltech Student Auxiliary Services (SAS). Responsibilities include working with outside vendors, Payment Services, Financial Services, and other Caltech departments to coordinate procurement, payment, billing, credit card settlement, and accounting processes.

• In cooperation with Institute Finance, responsible for ensuring the accurate booking of thousands of internal and external SAS revenue transactions per month.
• Administers and tracks procurement and accounts payables processes for all SAS business units (Housing, Dining, Retail), as well as some Student Affairs (SAO) units.
• Assists in development, implementation, and documentation of other business processes, and ensures compliance with relevant Institute policies and procedures.
• Works with the Senior Finance Coordinator to complete monthly journal entries, e.g. cost of sales and cash accruals.
• Works with managers to ensure timely procurement of services and materials necessary for business operations.
• Provides excellent customer service for all customers and vendor partners.
• Supports processes for internal and external customer billing, and addresses customer and vendor billing inquiries.
• Other duties as assigned.

Basic Qualifications

• A bachelor’s degree in business, accounting, information systems, or related discipline
• 1 year of experience, or equivalent combination of education and experience.
• Experience with accounting, billing and financial reporting processes.
• Problem solving skills and ability to interface with diverse populations.
• Excellent written and oral communication skills.
• Strong organizational and multi-tasking skills.
• Demonstrated excellent customer service skills.
• Ability to interact with all levels of campus personnel.
• Proficiency with MS Office suite.
• Ability to work occasional nights and weekends during periods of high demand.

Preferred Qualifications

• Experience with Techmart (SciQuest), CardQuest, Oracle and data warehouse tools is a plus.
• Previous higher education experience is a plus.

Required Documents

• Resume.
• CL.

Hiring Range

$30.50 - $34.75 Per Hour
The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.
As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks .

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.
Caltech is a VEVRAA Federal Contractor.

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail] .

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail] .