Position Purpose: The Finance & Accounting Associate is responsible for managing and providing support in the office of the Assistant Dean of Finance & Administration at the Jesuit School of Theology (JST) in Berkeley, CA for financial management, reporting and analysis; student financial account administration including billing and collections; and assisting with human resources administration and record-keeping.
Essential Duties and Responsibilities: i. Financial management, reporting and analysis (55%) 1. Produce monthly financial reports for all areas of the school. Provide department heads with monthly and ad hoc financial data and analysis. 2. Manage accounting transactions for review by the Assistant Dean and the Controllers Office. Manage reports and ensure that financial transactions for JST have been recorded properly in accounting system; make corrections as necessary. 3. Provide support for the development of the annual budget. Prepare and analyze reports to support the annual budgeting cycle for JST 4. Provide reporting, analysis and other support for the JST annual and long term financial planning. 5. Code and input vendor invoices and cash receipts in accordance with established SCU accounting practices. 6. Proactively prioritize and resolve complex financial issues which may span multiple areas; identify underlying issues; recognize exceptions; recommend solutions. 7. Identify and resolve incorrect transaction issues; data anomalies; deviations from established procedures; collect data and perform research on detail of transactions as necessary. 8. File local, state and Federal government forms as necessary including property tax exemptions; apply for renewal of business licenses for buildings and apartments; file student 1098T forms with IRS. 9. Manage JST housing-related transactions including rent and security deposit collection/ refund, preparation of monthly invoices for rent.ii. Administration of student billing and payments (25%) 1. Operate billing and payments in Colleague/PeopleSoft system to ensure timely processing of revenue and cash deposits. 2. Independently lead and troubleshoot any discrepancies between the linking of transactions of Colleague and PeopleSoft. 3. Run Colleague/PeopleSoft process to create tuition, and post rental and other charges to students accounts. 4. Post payments received and deposit to bank on a daily basis. 5. Generate invoices for students and third party billings on a monthly basis. 6. Post financial aid to student accounts. 7. Point of contact for students in support of their financial responsibilities.iii. Assistance with human resource management (10%) 1. Assist with onboarding documentation and recordkeeping including I-9 administration. 2. Serve as a resource for faculty, staff and student worker payroll questions; providing payroll process overview for new hires. 3. Manage JST employment records and serve as backup liaison for Human Resources to the Assistant Dean of Finance & Administration.iv. Other Duties as Assigned (10%) 1. In the absence of the Assistant Dean of Finance and Administration, respond to JST personnel and SCU administration inquiries as needed. 2. Participate in new initiatives and special projects as assigned. 3. Act as lead or technical expert in administration practices and procedures, and provide direction to less experienced administration staff. 4. Publish and update JST Business Office webpage content.
Provides Work Direction: 1. Hire, train, schedule, supervise and evaluate student assistant staff for the Business Office.
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.
Physical Demands: The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities. A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.
Considerable time is spent at a desk using a computer terminal. Sometimes maneuvering large or heavy objects. May be required to travel to other buildings on the campus. May be required to occasionally travel to outside customers, vendors or suppliers.
Work Environment: The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job. Typical office environment. Mostly indoor office environment with windows. Offices with equipment noise. Offices with frequent interruptions.
Knowledge: Demonstrated knowledge and skills in critical thinking and problem solving, methods of reasoning and conceptualization, writing and communication skills, and decision making processes Advanced knowledge of Colleague software, PeopleSoft software or database management software Demonstrated knowledge of college and university accounting and reporting requirements. In-depth understanding of fund and general accounting and reporting Understanding and supportive of the values and ideals of Jesuit education; knowledge of the Jesuit School of Theology of Santa Clara University preferred
Skills: Advanced analytical skills to review and analyze complex financial information Proficiency with the processing of financial transactions and bookkeeping Proficiency with Microsoft Office including Word, Excel (advanced proficiency preferred), PowerPoint, Access Familiarity with PeopleSoft financial system software (or an equivalent) Excellent oral and written communication skills Excellent organizational skills with a demonstrated ability to balance and respond to a wide variety of demands
Abilities: Ability to maintain confidentiality and to handle sensitive matters with judgment, tact, and diplomacy Demonstrated the ability to lead a group of professionals Excellent relationship management abilities; the ability to manage through influence and persuasion at all levels of an organization Ability to maintain focus, successfully execute against plans, and bring closure to activities, tasks and projects Self-directed and team-oriented individual with willingness to take initiative and be flexible
Education and/or Experience: Education Bachelors degree required. Successfully pass a background check.Experience Minimum four years of administrative work experience required, preferably in accounting and financial services or related field.
About Santa Clara University Santa Clara University is a comprehensive Jesuit, Catholic university located in Californias Silicon Valley, offering its 8,800 students rigorous undergraduate curricula in arts and sciences, business, and engineering, plus masters, Ph.D., and law degrees.
Distinguished by the highest retention rate and ranked second among all masters universities in the West by U.S. News and World Report, Santa Clara University is Californias oldest operating institution of higher-education. The University is focused on creating an academic community that educates citizens and leaders who will build a more just, humane, and sustainable world.
Santa Clara University is an Equal Opportunity/Affirmative Action employer, committed to excellence through diversity and inclusion, and, in this spirit, particularly welcomes applications from women, persons of color, and members of historically underrepresented groups. The University will provide reasonable accommodations to individuals with a disability.
Santa Clara University annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Santa Clara University report, please go to the Campus Safety Services website at http://www.scu.edu/cs/. To request a paper copy please call Campus Safety at (408) 554-4441. The report includes the type of crime, venue, and number of occurrences.
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