Senior Finance and Administration Coordinator

The Larger Binocular Telescope Observatory is seeking a Senior Finance and Administrative Coordinator to provide daily financial and administrative support for the department to ensure goals and objectives are accomplished in accordance and within established policies, procedures, and priorities.

This includes administering procurement, accounts payable, and office support for the day-to-day operations and research activities of the department and observatory, including the Large Binocular Telescope Observatory (LBTO) and the Large Binocular Telescope Corporation (LBTC), a 501c3 Non-Profit which sponsors the observatory.

This position requires attention to detail, ability to prioritize, and work conducted effectively within the team and with internal and external collaborators.

This position is full-time, in-person and will report directly to the Business Affairs Manager.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Administrative:

• Supports the daily administrative and research activities of the department and observatory.
• Assists with the maintenance of office, conference rooms and kitchen facilities.
• Maintains financial and administrative records for audit purposes.
• Professionally greets, supervises and gives direction to internal and external office and observatory visitors.
• Procures supply and equipment orders for the department and the observatory.
• Helps coordinate international freight for research equipment.
• Supports the fleet of vehicles including scheduling use and maintenance, preparing monthly and annual reports to UA Motorpool and State agencies.

Financial:

• Utilizes internal university
  systems, performs daily financial transactions to make payments, initiate
  purchases, manage assets, and accurately book expenses.
• Assists with review of
  transactions and their associated documentation to ensure compliance with
  internal and external regulations, policies, and procedures.
• Completes necessary documentation
  for expenditures, deposits, and correcting entries.
• Supports unit asset management
  and inventory in university systems.
• Provides staff with general
  guidance regarding financial questions.
• Corporation: Helps manage
  procurements and payments for the corporation from both domestic and
  international vendors. Direct communication with vendors, securing quotes,
  and preparing purchase orders. Prepares invoices for payment with cash
  voucher or wire transfer. Supports unit cash handling processes ensuring
  internal controls.

Human Resources:

• Supervises and trains student
  employees.
• Utilizes the university HR system
  to perform MSS transactions.
• Assign duties to students who
  assist in fleet maintenance and other duties.
• Prepares position distributions
  for changes in personnel funding and payment requests for technology
  allowances.
• Time coordinator for department
  timesheets.

Other Duties:

• Coordinates activities which fall
  outside the scope of normal daily operations.
• Assists with financial audit
  requests during annual site audit.
• Assists in coordination of event
  planning for conferences, board meetings, and finance meetings,
  coordinating event space and meals with Student Union or external vendors.
• Assists with procurement of new fleet vehicles,
  including working with local vendors to secure quotes, and working with
  Motor Pool to secure vehicle license and insurance.

Knowledge, Skills,
and Abilities:

• Excellent customer service
  skills.
• Proactive in monitoring tasks and
  taking prompt actions to complete work.
• Strong organizational skills to
  effectively manage time, prioritize tasks, set goals, and develop systems
  to achieve them.
• Possess excellent written and
  verbal communication skills.
• Knowledge and use of business
  principles, theories and concepts.
• Work efficiently and effectively
  both independently and as part of the team.
• Demonstrate honesty and
  integrity, as well as being flexible and adaptable to a fast-paced and
  evolving environment.
• Working
  knowledge of the University's accounting policies, procedures, and practices.

• Bachelor's degree or equivalent advanced learning attained through
  professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent
  combination of education and work experience.
• Experience in Microsoft Office (Word and Excel), Google Suite, and
  Adobe products.

• Degree or certification in Business or Accounting.
• Experience with UAccess (Analytics, Financials, Employee).