Budget and Administrative Coordinator - St. John's University
Queens, NY 11439
About the Job
St. John’s established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.
A dedication to diversity, equity and inclusion is at the heart of our mission. As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community. We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values required for leadership and service in a rapidly evolving world.
Budget and Administrative Coordinator
Office of the Dean
College of Pharmacy and Health Sciences
Position Function:TheCoordinator willprovidebudget andadministrativesupport for the AssociateDeanforAdministrativeandFiscalAffairs,andtheDean ofthe College.
BudgetandFinance
PrepareandprocesscheckrequisitionsandpurchaserequisitionsfortheOfficeoftheDean.
~250 requisitions annually. Reconcile and follow up on all expenses within the department. Assist and enter financial information ininternal database andmaintain all financial records for the College, ensure University's required records-keepingpolicy is followed.
On behalf of the Associate Dean, review all student travel reimbursementforms along with all receipts and documentationsto ensure compliancewith University's travel and expense policies. Maintainallrecords andaddress anyinquiries fromUniversity's AccountsPayable and communicatewith students regarding inquiries. Most demanding time for student reimbursementprocess occur duringthe months of November, December, January, March, April, May, and June. ~250 reports reviewed annually.
OnbehalfoftheAssociateDean,reviewallfacultyandadministrator'stravelreimbursement reportsinConcur to ensure compliance withUniversity's traveland expense policies. Follow up withfaculty and administratorsregardinginaccurate submissions, missingrequired documentations,andanyotherissuesthatmayarise.
Prepares the Clinical Rotation payments for allclinical programs on an annual basis, including Pharmacy,PhysicianAssistant,PhysicalTherapy,andNursingprograms.Ensureallclinicalsites are vendors in the University Banner system, follow up with sites for updated W-9, and other issuesthatmayarise.Reconcile allpayments andfollowupwithsitesforanyuncashed checks.~$1Mannually
On behalf oftheAssociate Dean, prepare the Fiscal Year End processing and reconciliation duringMayandJune.Coordinate withDepartment Chairs andSecretariestoensure allexpenses are accounted and accrued eachyear.Reconcileand follow uponallaccrued expenses to ensureexpensesareprocessedonatimelymanner.
Review andanalyze theDean's Office's operating budgets,process allbudget transfers forthe Associate Dean's review and approval, prepare monthly budget reports for the Dean's review, and identify budget usage trends that may impact overall spending.
Personnel
Enters allfaculty assignments intoBanner for allcourses withintheCollege. Ensuringthefaculty assignments, changes, and additional requests are addressed ona timely manner, within one business day.~380-400CRNs per semester.
Prepares and enters allpart-time faculty (adjuncts) EPCFs intoUISforthe Associate Dean's approval. Work withDepartment Chairs toobtain theteaching and credit assignments. Maintain and analyze allpart-time faculty expenditures. ~100 EPCFs/contracts per year.
Prepares andenters allassistantship EPCFs intoUISforallgraduate assistants withinthe College.Ensuringthestudents' contracts,changes,andadditionalrequestsareaddressedona timely manner. Maintain andanalyze all assistantship records for theCollege, including tuition credits and payments. ~150 EPCFs/contracts per year.
OtherResponsibilities
Maintain allrecordsofaffiliation agreements fortheCollege.Create andmanage databases withcontractexpirationdates,primarycontactsattheclinicalsites,initiateagreement
renewals, liaise withthe Office ofGeneral Counsel for review/approvalsof new agreements, and communicatewithProgram DirectorsandClinicalCoordinators toensurecompliance.
ManageandoverseetheschedulingofSciarraSeminar room,ensuresallfacilitiesconcerns are addressed in a timely manner.
Maintain allrecords for College'sarchiveddocuments,ensuring that needed files are obtained in a timely manner, ensuring that documentsare properly preparedand recorded prior sending to Iron Mountain facilities.
Manage allfacilitiesissuesincludingheating, cooling,cleaning,andanyotherissuesthatmay arise. Update the Associate Dean of any issues that require additional actions.
Order andmaintain office supplies forthe office. Process about 4-5 orders permonth. Order and maintain US Coffee for the office as well as for the Office of Assessment.
Troubleshootthe photocopier, maintain and order required supplies toensure smooth operation of the equipment. If a problem arises, contacting and reporting the issues tothe Vendor andPrintingandDistribution andensuretheissues areaddressed onatimelymanner.
Primary contact for allUniversity assigned keys, completing request forms,ensuringthat all keys are assigned tothe correct person.
LiaisonwithUniversityOfficessuchasPrinting& Distribution, Accounts Payable,Purchasing, Facilities & Maintenance, HumanResources,GeneralCounsel,Registrar, andBursar.
AssisttheAssociateDeanwithspecialprojectssuchasmarket analysisfornewprograms, data gathering of comparative institutions,
OtherdutiesasassignedbyAssociateDeanandDean
Qualifications:
EarnedBachelordegreerequired.
Minimumof3yearsrelatedexperiencewithbudgetandplanning.
WorkingexperiencewithMSOfficeandBannerrequired.
Maintainconfidentialityofprivilegedandsensitiveinformation.
Communicateeffectivelybothorallyandinwriting.
Interpret,applyandexplainrules, regulations,policiesandprocedures.
Establishandmaintaincooperativeandeffectiveworkingrelationshipswithothers.
Meetschedulesandtimelines.
Workindependentlywithlittledirectionandworkwellasateammember.
Planandorganizework.
Demonstratesensitivityto,andrespectfor,adiversepopulation.
In compliance with NYC’s Pay Transparency Act, the annualsalary for this position is $63,000.St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.
This position may berelocated to any of St. John’s University’s physical locations at any time.
St. John’s offers a competitive compensation program which iscommensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events
Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education.
St. John’s University is an Equal Opportunity Employer and encourages applications from women and minorities. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law.
Required Skills
Required Experience