Assistant Finance & Operations Coordinator

Caltech; Pasadena (CA); On-site; USD 42,016 - 47,871; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Retirement savings plans

Paid time off

Job summary

Caltech is seeking an Assistant Finance Coordinator in Pasadena to support SAS with procurement, payment, billing, and accounting processes. You will collaborate with Institute Finance and the Senior Finance Coordinator to ensure accurate revenue bookings and timely journal entries.

The role requires a bachelor’s degree in business or related field and 1 year of experience, with strong communication, organizational, and customer service skills. Occasional night/weekend work may be required.

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.
• 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.

Responsibilities

• 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.

Skills

Problem solving, diverse populations

Excellent written & verbal comms

Organizational & multi-tasking

Customer service skills

Interacting with campus personnel

Availability for nights/weekends

Education

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

Tools

MS Office suite

Techmart (SciQuest)

CardQuest

Oracle

Data warehouse tools

Job description

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.

Essential Job Duties

• 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.

Benefits

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.

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.

Disability Accommodations

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

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