Reporting to the Associate Director of Finance and HR Operations, the Finance and Program Coordinator is responsible for the day to day finance and program aspects of the Academy and plays a key role in the initiation and reconciliation of Accounts Payables and Receivables. In collaboration with Program Manager, the Finance and Program Coordinator will engage in every aspect of the Fellowship program.
In charge of accounts payable, working with University systems; coordinates with staff, guest speakers, and visitors on their reimbursement via CONCUR; prepares the Annual Form 990 Schedule F filing to the Controller???s Office; manages gift check submission to Gift Systems; handles invoices, and process internal billing and invoicing.
Interact with vendors, payees, and the central offices at Columbia, including Accounts Payable, Payroll, Payroll Accounting, Sponsored Projects Administration, and Sponsored Projects Finance to assure smooth flow of transactions in a timely manner.
Responsible for placing orders, travel arrangements, reconcile P-CARD transactions, processes requisitions and Net 30 invoices as needed.
Work with other team members on the expenditure reconciliation to make certain the accuracy and compliance, makes expense corrections to prevent liability to the Department and the University;
Holder of Pcard and Corporate Card for the Academy;
Process the hiring, tracking, and payment of Federal Work-Study students.
Enters Overtime for Work Studies and Unions Staff
Processes TBH and level 1 approval for the Academies Staff.
In charge of Salary Distribution, Combo code, Cost transfers in PAC.
Initiates Internal Transfers in ARC (Rental and others)
Prepared budgets for the Academy and enters them in FinSys.
Assume other responsibilities as assigned by the Associate Dir. Of Finance
In collaboration with the Program Manager, the Finance and Program Coordinator will expedite and manage the recruitment process for Fellows. ( Visa and tax forms; processing applications in Interfolio, submitting paperwork's for SSN and Tax office etc)
Participate with all the activities related to the Fellowship Program
Make recommendations on policies, compliance, governmental requirements and resolve bureaucratic matters.
Research policies and procedures to be sure the Italian Academy is in compliance with the tax Treaty, an IRS documentation for foreign hires, Academic research hiring process, salaries and other policies as dictated by the Provost Office.
Perform other duties as requested.
Bachelor's degree and/or its equivalent required. Up to 2years of related experience required.
Ability to communicate complex information simply, both verbally and in writing, required.
Good analytical and mathematical skill required along with excellent organization, prioritization and interpersonal skills.
Must be able to collaborate well with team members and perform work independently.
Must be timely, self-motivated, detail-oriented, and possess patience, tact, and an ability to function effectively with a broad constituency.
Ability to exercise good judgment, work under pressure and deadlines, and carry out multiple tasks required.
Must demonstrate a high level of discretion while handling confidential and sensitive information.
Occasional pre-scheduled evening and weekend work necessary.
Type preferred qualifications
Type other requirements and/or special indicators if CUIMC
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.