Administrative Assistant IV
4 days ago
Job Summary
This position involves responsibility for financial management, including purchasing, billing, and reimbursements for the Chemistry department. The successful candidate will work under the direct supervision of the Business Manager, exercising considerable flexibility in day-to-day activities.
Key Responsibilities
- Inform department members of new or revised purchasing and accounting procedures.
- Process department purchase orders via the purchasing system.
- Process invoices received by the department, resolving any issues that arise.
- Prepare required forms and reports, obtaining necessary approval signatures for expense transfers.
- Process journal entries in the University system.
- Organize and process all reimbursements for travel, honoraria, meals, and other expenses, adhering to UMass Standards and Policies.
- Organize and submit all expense reports for department members post-travel.
- Assist the Financial Coordinator with vendor relations, submitting bankcard expense reports in finance systems, and departmental billing for established cost centers as needed.
- Create and maintain spreadsheets to track expenses related to specific projects.
- Receive and record all deposits made to the department and income from outside agencies.
- Serve as the official record keeper for all financial documentation within the department.
- Assist with departmental seminar coordination in a backup role and as needed.
- Respond to inquiries from faculty, staff, students, other departments, and vendors.
- Create shipping labels and handle shipping account setup/billing discrepancies as needed.
- Co-reception for the main office, answering the phone and handling general inquiries from visitors.
- Maintain office equipment, check office supply levels, and open and close the office suite each day.
- Receive packages and notify recipients.
- Large format poster printing in a backup role.
Additional Responsibilities
- Perform clerical tasks as requested, including processing forms, copying, scanning, and other related duties.
- Perform other duties as assigned in support of the Department of Chemistry and the College of Natural Sciences.
- Work collaboratively and effectively to promote teamwork, diversity, equality, and inclusiveness.
- Work in partnership with colleagues within the CNS community and across the campus to support the Dean's strategic priorities.
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