Finance & Administration Assistant

Columbia University; New York, Northern (NY, KY); Hybrid; USD 59,000 - 60,000; Full time

Job summary

Columbia University|MESAAS department in New York hires a Financial Assistant to provide administrative and financial support. The role reports to the Director of Academic Administration and Finance and handles invoices, payroll for student workers, procurement, and communications with faculty and students.

You will coordinate with the Business Manager on accounting procedures, maintain records, and assist with monthly closings and budget reports.

Qualifications

• High school diploma or equivalent.
• Three years of related experience.
• Knowledge of Columbia University's ARC accounting system and reports.
• Some college preferred.

Responsibilities

• Reviews and processes invoices from internal vendors and external suppliers and prepares service contracts.
• Oversees maintenance and repair of office equipment, monitors inventory, and orders office supplies.
• Initiates routine work orders to facilities management as needed.
• Coordinates payment of hotel bills and travel reimbursements for conference attendees and processes check requests and online travel expense reports.
• Reconciles departmental purchasing cards on a monthly basis to ensure accurate distribution of costs.
• Serves as the point person for inquiries from faculty and students and conveys routine and complex information regarding University and Arts & Sciences financial programs, procedures, and regulations, working with the Business Manager to ensure compliance.
• Reconciles vendor payments, checks for duplicate payments, reviews processed invoices to validate account distribution, and carries out other analyses and reconciliations as directed.
• Resolves any processing issues with vendors, managers, and central Procurement.
• Assists the Business Manager with monthly account reconciliation, fiscal year closing, monitoring faculty research and other departmental accounts to avoid overspending, and producing financial reports and budgets for the Chair and DAAF as needed.
• Hires and processes payroll for student casual and work-study employees.
• Updates the Departmental Webpage and coordinates social media publicity.
• Assists the Director of Undergraduate Studies with the publication of the Departmental Newsletter.

Skills

Communication

Microsoft Office

Education

High school diploma or equivalent

Some college

Tools

ARC accounting system

Dreamweaver

Job description

Columbia University|MESAAS department in New York hires a Financial Assistant to provide administrative and financial support. The role reports to the Director of Academic Administration and Finance and handles invoices, payroll for student workers, procurement, and communications with faculty and students.

You will coordinate with the Business Manager on accounting procedures, maintain records, and assist with monthly closings and budget reports.