Finance and Personnel Coordinator

Posted: 08-Jan-24

Location: Princeton, NJ, US, 08544

Type: Full-time

Salary: Open

Categories:

Other Staff/Administrative

Internal Number:

Finance and Personnel Coordinator
US-NJ-Princeton
Job ID:
Type: Full-Time
# of Openings: 1
Category: Administrative Support
Princeton University
Overview

Housed within the Office of the Dean of the College, the Emma Bloomberg Center for Access & Opportunity (EBCAO) brings together a suite of Princeton University initiatives that support and advance the institutionâTMs commitment to ensuring that students from all backgrounds have the information, support, and mentorship that they need to access and succeed in higher education. The Center is home to a variety of programs designed to develop, implement, and disseminate best practices for supporting and empowering students, particularly those from historically marginalized backgrounds, as they transition to, move through, and succeed beyond their college experience. EBCAO programs have summer institutes and programs, which may require more intensive hands-on work during spring preparation and summer months.

Reporting to the Center Manager, the Finance and Personnel Coordinator supports the daily financial operations and reporting of EBCAO, helping to manage the various financial systems and processes in support of the CenterâTMs operations. They also support the onboarding and payment of student participants, student employees, casual hourly employees, summer faculty, and other short-term staff. Finally, they support the Center Manager in general program administration, operations, and event planning as necessary.

Responsibilities

Financial Management

Manage expense reporting through Concur for all Center staff and students working for the various Center programs.
* Create and process awards/fellowships for student participants in Center programs through the Student Academic Funding Engine (SAFE) and other University systems.
* Assist with vendor onboarding in Prime Financials and manage all aspects of Supplier/Payee Management processes.
* Process regular payments, honoraria, and other special payments through Supplier/Payee Management and Prime.
* Work with the Dean of the Faculty Office and relevant campus departments to hire summer faculty and ensure timely payment.
* Create requisitions for bill payment and processing payments.
* Maintain records of financial payments.

Personnel Management

Assist the Center Manager with necessary hiring and onboarding of non-permanent center staff (student employees, graduate students, casual hourly employees, limited engagement staff, etc.) primarily in preparation for summer programs.
* Assist the Manager with the necessary onboarding of summer faculty, including gathering and uploading position descriptions, processing search and search waiver documentation, working with Center staff to create and maintain offer letters, and collaborating with Human Resources to ensure appropriate hiring documentation.
* Liaise with the Graduate School, the Dean of the Faculty Office, and Human Resources to ensure that hires and hiring processes are consistent with University policy.
* In collaboration with relevant University offices, onboard program participants in University systems, including non-Princeton affiliates. Ensure that program participants have completed all necessary on-boarding steps.
* Work with various campus departments to enter Summer Staff into Labor Accounting.
* Assist with necessary hiring and onboarding/offboarding of Center Staff, primarily for the summer.
* Assist in approving casual hourly and student time collection timesheets.

General Operation and Accounting Assistance

Manage student participant lists and ensure that appropriate data on participants is entered into University and Center systems in collaboration with the Registrar.
* Assist in the management of various housing, dining, and other residential needs of summer program participants in collaboration with Housing, Tiger Card, Conference and Event Services, and Dining Services.
* Serve as the liaison with World Travel to support the travel of student participants and their families/guests to various Center programs.
* Support the Center Manager and other Center staff in the creation and distribution of timely communication with program participants.
* Support the Center Manager and other Center staff on database management, like the Slate portal, which may include handling sensitive and confidential information.

Qualifications

Experience with payroll and travel and expense systems
* Familiarity with Concur, Prime Financials, SAFE, Excel, Purchase Orders, Financial Reporting, and Procurement
* Keen attention to detail, particularly in quantitative financial tracking and reporting
* Understanding of and commitment to the goals of the Emma Bloomberg Center in creating and maintaining an inclusive environment for all students and staff
* Ability to work independently and manage tasks effectively and efficiently
* Strong work ethic
* Strong analytical, organizational, and communication (verbal and writing) skills
* Ability to take initiative, self-supervise, and function autonomously particularly in a fast-paced environment
* Demonstrate excellent judgment and ability to handle sensitive and/or confidential documents
* Effective problem solving
* Ability to work with a diverse team of colleagues and students.
* Ability to work evening and weekend events as needed, particularly during student travel days and program launches
* Bachelor's Degree required
* 3 + years of experience

Preferred Qualifications

Experience with Princeton University payroll and travel and expense systems
* Experience working in higher education and/or serving students from historically underrepresented backgrounds.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

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About Princeton University
Princeton University is a vibrant community of scholarship and learning that stands in the nation's service and in the service of all nations. Chartered in 1746, Princeton is the fourth-oldest college in the United States. Princeton is an independent, coeducational, nondenominational institution that provides undergraduate and graduate instruction in the humanities, social sciences, natural sciences and engineering.As a world-renowned research university, Princeton seeks to achieve the highest levels of distinction in the discovery and transmission of knowledge and understanding. At the same time, Princeton is distinctive among research universities in its commitment to undergraduate teaching.Today, more than 1,100 faculty members instruct approximately 5,200 undergraduate students and 2,600 graduate students. The University's generous financial aid program ensures that talented students from all economic backgrounds can afford a Princeton education.
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