Financial Assistant

Columbia University in the City of New York; New York (NY); On-site; 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

• Job Type: Support Staff - Union
• Bargaining Unit: Local 2110
• Regular/Temporary: Regular
• End Date if Temporary:
• Hours Per Week: 35
• Salary Range: $58,630 - $60,000

The salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The above hiring range represents the University's good faith and reasonable estimate of the range of possible compensation at the time of posting.

Position Summary

The Department of Middle Eastern, South Asian, and African Studies (MESAAS) is a leading center for the study of the culture, history, and politics of the Middle East, South Asia, and Africa. Our faculty of distinguished scholars and outstanding teachers represents some of the most innovative and influential figures in their fields. Our approach to learning stresses a knowledge of languages and intellectual traditions, but the subjects we explore cover a range of fields from literature and the history of ideas to contemporary history and politics.

Reporting to the Director of Academic Administration and Finance (DAAF), the Financial Assistant provides administrative and finance support for the department.

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.

Minimum Qualifications

• High school diploma or equivalent.
• Three years of related experience required.

Preferred Qualifications

• Knowledge of Columbia University's accounting systems (ARC) and reports.
• Some college preferred.

Other Requirements

• Excellent written, verbal, and interpersonal communication skills.
• Ability to maintain high confidentiality and professionalism with a client focus.
• Working knowledge of Microsoft Office (Word, Excel, Access).
• Knowledge of or ability to gain proficiency with Columbia-specific financial accounting systems such as ARC.
• Must have PC skills, knowledge of Dreamweaver or other website creation software and experience with social media.
• Strong multi-tasking, prioritization, and organization skills.
• Attention to detail, research, critical thinking, analytical, and problem-solving skills.
• Self-starter, a fast learner who can work independently under limited supervision.
• Capable of displaying patience, diplomacy, and tact under pressure.
• Ability to navigate and work well in an interactive team environment.

Equal Opportunity Employer / Disability / Veteran

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