Serves as administrative coordinator for the three Associate Vice Presidents of the Finance Division – AVP Finance & Controller; AVP Finance & Treasurer and AVP Budget, Financial Systems and Procurement, supporting them as needed with special projects, correspondence, mail, and records control.
Duties and Responsibilities:
1) Finance Office Administrative Support: Provides administrative support to the Finance division AVPs including distributing mail to appropriate individuals, answering phone calls, taking messages, preparing overnight packages (which may include visits to U.S. Post Office), and coordinating calendars and meeting requests for the divisional AVPs. Provides meeting support including distributing agendas and handout materials, assisting with follow-up items and taking minutes as needed. Assists in distributing broadcasts emails to the community for year-end deadlines and other important matters at the direction of the AVPs. Distributes financial statements when completed to interested parties. Maintains electronic filing systems of all office, banking, investment files and audit reports and Board minutes. Records office attendance and maintains group calendar, processes and tracks invoices and payment requests, assists with p-cardholder monthly report submissions, and handles departmental and check deposits.
2) Accounting Data Entry and Support: – Supports analytic and accounting related functions, including preparing and entering journal entry forms, assisting with positive pay files, reviewing transactional reports, and preparing a daily reconciliation of Accounts Payable accruals to the General Ledger as part of the yearend close process.
3) Documentation Coordination: Coordinates documentation collection for various annual reporting including bond documentation, distributing and tracking annual Conflict of Interest questionnaires for IRS Form 990, preparing audit confirmation letters and tracking responses, updating and maintaining the contact list for the University's external auditor, updating the IRS tax determination letter showing the University's 501 ( c) (3) tax exemption status, and handling correspondence and documentation relating to the University’s unclaimed property related to checks.
4) Office Administration: Position acts as office manager for the three divisional AVPs in Finance. Responsible for maintenance and safekeeping of vault documents including deeds, life insurance policies, motor vehicle titles, and legal agreements, safekeeping of all office and desk keys, maintaining inventory of office supplies, coordinating routine and emergency maintenance for office equipment.
5) Payroll Office Support: Provide general assistance to the Payroll Office, including assisting employees with inquiries and check distribution when the Payroll Office window is closed. Also assists with correspondence and documentation related to the University’s escheatment of unclaimed payroll checks.
Required Qualifications:
High school diploma or GED required,
Associate degree preferred.
Desired Qualifications:
1) Excellent typing, communication and organizational skills together with a pleasant phone demeanor.
2) Ability to create and utilize Excel spreadsheets and analyze data presented.
3) Strong PC skills including a working knowledge of Microsoft Word, Excel, the internet, Microsoft Outlook and navigation of the Banner systems.
4) Ability to operate office equipment (computer, copier, fax machine, calculator, scanner, check folding)
5) Ability to compose letters and general office correspondence including emails and communications necessary for broadcast communications to the University
6) Ability to converse and interface with all levels of the organization and students using tact and persuasion as appropriate.
7) Position requires excellent time management, planning and organizational skills as well as the ability to work independently. Ability to work in a stressful environment with competing priorities and hard deadlines.
Licenses and Certificates:
Salary Grade:
Staff Union (Local 153) - SU20.0
Exempt/Nonexempt: Nonexempt
Physical Demands: General Office Environment
Special Instructions to Applicants:
Seton Hall University is committed to programs of Equal Employment Opportunity (EEO) and the principles of affirmative action.
