CUNY Administrative Coordinator - Fiscal in New York, New York

POSITION DETAILS

The position will report to Director of Continuing Education. The individual must be able to coordinate many different tasks, yet retain a professional approach to servicing the department. Responsibility will include assisting in preparation of budgets and grant applications, including, but not limited to preparation of budget line item spreadsheets, at the request of the Director.

Assist with overseeing the program's fiscal operations, including all program liabilities and submission of all financially related reports. Confer with the Director and other program coordinators on matters concerning internal control, budgets, and property control. Research commodity prices and availability trends that could affect BMCC’s products and inventory operations; review and update price changes. Manage and build supplier/vendor relationships; maintain vendor short list. Research, request proposals and quotes from various vendors. Assist with the creation of the yearly purchasing plans and budgets as well as support with contract negotiations based on the specific knowledge of product specifications, price changes and market trends.

The individual must have a thorough knowledge of purchasing systems and procedures to insure a smooth transition from requisition to receipt using BMCC’s CUNYFirst system. The individual must be able to function with little supervision and be capable of solving the day-to-day type of purchasing support problems.

The incumbent will also support the operation of the Bursars office that has full financial management responsibility for all tuition based courses, contract training and various Governmental and Private Sponsors. He/she will work close with Accounts Receivable Data Specialist and Budget Coordinator in management of all phases of assigned projects from inception, through the billing and reporting stages, to the final closeout process. Special attention must be given to new and developing SOP rules and guidelines and demand adherence to various compliance monitoring.

Other Essential Duties:

  • Prepares payment request forms and ensures that payments are sent on time. Assist the Finance department with solving issues as it may pertain to ACE division.

  • Keeps a consistent log of all purchase requisition at all times, including invoices received from medical supplies and general office supplies.

  • Collaborates with the Purchasing department on placed orders, staff requests and keeps a consistent inventory log of all supplies.

  • Maintains documentation of all contracts.

  • Assists the Director in budget management and control; i.e. update and revise expense reports;

  • Create and update the OTPS reports;

  • Maintains, compiles, and collates all fiscal, budgetary and monetary data relevant to audits to be performed and assists with preparation of the monthly bank reconciliation on all program bank accounts.

  • Assists with reconciliation of bank and credit card deposits to daily cash reports. Implements and provides weekly and monthly statistical reports generated from Camps CE on all registration and Accounts Receivable information.

  • Monitors consistency between contract budget and actual expenditures. Maintains accurate budget records.

  • Assists with preparing weekly deposits and supported paper work for the finance department.

  • Assist in the maintenance of accounts receivables and answer inquiries related to billings and collections.

  • Disseminate Accounts Receivable information to all appropriate managers as required.

  • Assists with preparing cash/checks for deposit on a daily basis and distribute daily cash reports to BMCC accounting division with the supporting documentations.

  • Assist with various reporting i.e. Quarterly Form A reports, end of year reports, monthly revenue reports, registration analysis reports, enrollment data for Perkins etc. Miscellaneous Duties:

  • Creates, modifies Tax Levy and RF Personal Action Forms (PAFs).

  • Maintains a log of all Tax Levy PAFs and reconciles on a quarterly basis.

  • Serves as a backup for Tax Levy Timesheet submissions.

  • Prepares and processes I-9 verifications for new hire applicants.

  • Maintains a consistent log of all RF purchase requisitions, including invoices received by various vendors.

  • Collaborates with RF regarding processed orders/payments, staff requests etc. Other duties as assigned.

QUALIFICATIONS

Bachelor's Degree required.

  • BA degree in accounting.

  • High level of computer literacy. Accounting software experience a plus. Excel proficiency.

  • Two to three years accounting or general financial experience preferred.

  • Well-developed oral, written and listening communication skills.

CUNY TITLE OVERVIEW

Supports projects, initiatives, and activities that impact an academic or administrative department.

  • Manages basic office functions such as communications, meeting schedules, work plans, staff assignments, and distributing information.

  • Collects data for, prepares, and distributes reports and presentations using word processing, spreadsheet, and presentation software.

  • Updates office databases, lists, and files to ensure completeness and accuracy; maintains current information on department web site(s); maintains department archives and collections.

  • Conducts internet and/or database research and performs basic systems queries to locate information related to department activities.

  • Maintains department fiscal plans and budgets; assists in budget administration and invoice processing.

  • Provides basic information, instructions, and materials as requested by students, faculty, and others who contact the department.

  • May supervise office staff and student workers.

  • Performs related duties as assigned.

Job Title Name: Administrative Coordinator

CUNY TITLE

Assistant to HEO

FLSA

Non-exempt

COMPENSATION AND BENEFITS

Salary $45,957 - $55,837

CUNY's benefits contribute significantly to total compensation, supporting health and wellness, financial well-being, and professional development. We offer a range of health plans, competitive retirement/pension benefits and savings plans, tuition waivers for CUNY graduate study and generous paid time off. Our staff also benefits from the extensive academic, arts, and athletic programs on our campuses and the opportunity to participate in a lively, diverse academic community in one of the greatest cities in the world.

HOW TO APPLY

Access CUNYfirst Portal

CLOSING DATE

August 12, 2017

JOB SEARCH CATEGORY

CUNY Job Posting: Managerial/Professional

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.

Location: Borough of Manhattan CC

Job Title: Administrative Coordinator - Fiscal

Job ID: 17106

Full/Part Time: Full-Time

Regular/Temporary: Regular