Coordinator, Finance and Administration Programs

1 week ago

Austin, United States CapMetro Full time
Job Description

WHO WE'RE LOOKING FOR

Are you a highly organized and detail-oriented administrative professional with a knack for juggling multiple priorities? If you thrive in a fast-paced environment and enjoy supporting executive leadership, we're looking for you to join our team.

The Coordinator, Finance and Administration Programs reports directly to the EVP Chief Financial & Risk Officer and provides comprehensive administrative and program support to the EVP Chief Financial & Risk Officer (CFRO) and the EVP, Administration/ Diversity, Equity & Inclusion Officer (ADIO). This role manages both administrative and program management tasks, with various responsibilities including scheduling and managing complex meeting coordination, procurement processes (RFPs, RFQs, etc.) for departmental contracts, data management, reporting coordination for executive presentations, memos and briefings, as well as assisting in drafting, revising and maintaining departmental policies and procedures. Additional duties include managing professional connection events, liaising with internal communications team for Finance and Administrative updates to employee newsletter, and planning CapMetro Family Day Awards. Prepares travel itineraries for EVP ADIO and CFRO. The position supports many other day-to-day and long-term operations for the Finance and Administration departments through administrative and clerical tasks.

Responsibilities

WHAT YOU'LL BE DOING

Note: The duties and primary responsibilities below are intended to describe the general content of and requirements of this job and are not intended to be an exhaustive statement of duties.
  • Provide administrative and program support to the EVP CFRO and EVP ADIO.
  • Coordinate key financial planning and procurement activities, including preparation of Board materials through Legistar.
  • Manage the Business Center contract, ensuring vendor performance.
  • Responsible for generating and maintaining certain Financial Transparency reports.
  • Assist with tasks related to the EVP ADIO's role as EEOC Officer, which may include handling sensitive and confidential information.
  • Act as the primary procurement resource for the department, overseeing requisitioning, contract deliverable payments, and processing check requests for reimbursement.
  • Provide technical writing support for departmental policies, procedures, and technical application documentation.
  • Manage office supply procurement and track the associated budget.
  • Track departmental training schedules and ensure compliance with required legislative or mandated training.
  • Serve as the department's Records Management Coordinator, overseeing the archival, retrieval, retention, and destruction of documents according to company policy.
  • Organize and chair professional connection meetings for internal staff.
  • Coordinate updates with MarCom for Finance and Administrative content for Timepoint.
  • Plan and manage special events such as CapMetro Family Day Awards.
  • Facilitate meetings with external consultants and advisors, including Fuel Purchase consultants, Investment Advisors, and Financial Advisors.
  • Coordinate meetings with ATP and Board Members on behalf of the EVP CFRO and EVP ADIO.
  • Support Capital Metropolitan Transportation Authority's Safety Management Systems (SMS) process by ensuring staff follows safety and security policies, considers safety in every action, and ensures safety and security concerns are reported.
  • Other duties as assigned to support both the Finance and Administrative departments.
Qualifications

WHAT YOU BRING
  • Bachelor's degree in Business Administration or related field. Related experience may substitute for educational requirements on a year for year basis up to four (4) years.
  • Five (5) years of progressively responsible experience in an administrative position, project management or program management.
  • Intermediate experience using word processing, data base and spreadsheet software; prefer experience with MS Word, Access, and Excel
Knowledge, Skills and Abilities
  • Extensive writing/editing skills
  • Extensive budget management skills
  • Excellent verbal and written communication, organizational, and strong interpersonal skills.
  • Knowledge of digital technologies, electronic imaging, micrographic, and emerging technologies that impact records management.
  • Conflict management to deal with complex or sensitive situations and ensure the positive image of CapMetro.
  • Advanced interpersonal skills and the ability to effectively interact with all levels of employees.
  • Ability to establish and maintain effective working relations with a diverse population.
  • Ability to work under limited supervision with latitude for initiative and independent judgment in applying procedures and guidelines to work activities.


WORK ENVIRONMENT AND PHYSICAL DEMANDS

Work is generally performed in an office environment in which there is only minimal exposure to unpleasant and/or hazardous working conditions. This position works with multiple project timelines and is responsible for managing employees performing work of a complex nature. Incumbent must have the ability to stand and sit frequently throughout an eight-hour period, reach vertically for overhead use as well as horizontally. Must be able to use a telephone or headset equipment. Incumbents must be able to lift and move material weighing up to 20 lbs., perform work at a computer terminal for 6-8 hours a day, and function in an environment with constant interruptions. Reasonable accommodation may be made to enable individuals with disability to perform the essential functions as previously described.

Mobility Status:

As a Mobile position, the incumbent is expected to work in the office as needed. There will be access to touchdown/collaboration spaces when on site. Must be in-office for socialization, strategic collaboration, supervision, oversight, and accountability as needed. CapMetro reserves the right to modify work status based on business needs.

WHAT'S IN IT FOR YOU

•Share in meaningful work with diverse, collaborative and innovative teams whose focus is to modernize public transportation and improve how we serve our customers and team members.

•Utilize our free and reduced fare transit service to get to the office and then plan to hit the gym and work with our onsite trainers (for free), before heading back home.

•Improve your productivity and enhance your work/life balance by taking advantage of one of our flexible work options.

...and much more

WHAT YOU SHOULD KNOW

CapMetro is deeply committed to building a workplace where inclusion is not only valued but prioritized. We are proud to be an equal opportunity employer and committed to creating a welcoming and diverse environment. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, pregnancy, age, or any other protected characteristic as outlined by federal, state, or local laws. We encourage people with disabilities and from other diverse backgrounds to apply for Capital Metro vacancies. CapMetro makes hiring decisions based solely on qualifications, merit, and organizational needs at the time.

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