Financial Services & Operations Coordinator - Princeton University
Princeton, NJ
About the Job
Overview
University Services provides centralized services that support the unique needs of the campus’ living, learning, teaching and research communities. The organization is guided by the University’s strategic framework and campus plans, and focuses on three core principles: service excellence, efficiency & effectiveness, and team & people.
Print, Mail & Trademark Licensing Services is one of eight departments within University Services. The department is supported by state-of-the-art equipment and a highly trained staff, and structured into three operating units: Design & Print, Campus Mail & Package Delivery, and University Trademark Licensing.
Design & Print offers comprehensive design, printing and bindery services to faculty, staff, and students in support of the University’s mission to advance learning. Projects include logos and identity systems, posters, postcards and mailers, publications, programs, presentations, promotional items, website and social media graphics, event signage, environmental graphics and wayfinding.
Campus Mail & Package Delivery receives and sorts all inbound mail and packages, and then delivers to students, faculty and staff at the University’s main campus and the Meadows, Forrestal and Carnegie campuses. Campus Mail & Package Delivery also works in concert with the Design & Print operation to provide seamless print-to-mail fulfillment services using variable data technology and postal metering.
Trademark Licensing Services promotes and protects the use of Princeton’s name and trademarks domestically and internationally. Currently, Princeton has over 80 approved brand Licensees.
Print, Mail & Trademark Licensing Services leaders and staff are committed to a collaborative work environment that values diversity, integrity, service excellence, collegiality and teamwork. The department fulfills more than 6,000 projects annually, and it is crucial that the department fulfill those jobs in a timely and accurate manner. Staff are expected to maintain a flexible work schedule based on work demands. This includes occasionally working outside of standard business hours to meet deadlines.
Print, Mail & Trademark Licensing Services is dedicated to supporting Princeton University’s Sustainability Action Plan and DEI initiatives. We provide clients with sustainable options, including wide format eco-solvent inks, and we are dedicated to utilizing socially responsible vendors and engaging with local and diverse suppliers.
Print, Mail & Trademark Licensing Services employees work at the Forrestal Campus, in Plainsboro, NJ.
Reporting to the associate director for finance, IT & operations, the financial services & operations coordinator supports the daily operations of the department through expedient billing, precise database management, and superb administrative coordination.
Please note that a cover letter is required.
Responsibilities
Financial Services
· Financial reporting and analysis, including ledger reconciliation, daily departmental sales revenue accounting reports, departmental charge batches in PRIME, monitoring accounts receivable and preparing journal entries
· Assist in the review of monthly financial statements provided by outsourced contract vendors to determine accuracy of charges, including reconciliation for auditing purposes
· Support client billing processes through the development of detailed invoices, and serving as a resource for inquires related to expenses and revenue generated by the department
· Ensure that all client billing occurs on a timely basis
· Collect, organize, analyze and present information that enables department to measure performance of established goals and for cost/benefit analysis
· Ensure accurate payments for equipment service contracts as established in the request for proposals (RFP) and vendor contracts
· Assist with departmental requisition processes (purchase orders, change orders) and reimbursements, ensuring all procurement and payment requests are compliant with University policies and guidelines
· Assists with monthly reconciliation of departmental credit cards
· Facilitates bi-weekly payroll administration
· Interfaces, as needed, with central University Services finance team, Purchasing Office, Treasurer’s Office, Budget and Controllers Offices, and ensures compliance with all policies and procedures
Office Coordination and Operational Support
· Oversee office supply inventory and replenish as needed. Coordinate paper stock and inventory ordering with production. Participate in and accurately reconciles annual inventory control analysis.
· Serve as telephone coordinator for department.
· Manage facility work order requests and custodial oversight.
· Maintain an orderly job ticket file room.
· Support office programming, including event planning for the department.
· As a member of the central finance team for University Services, assist, meet with, and support work of other members of the finance team as requested by the assistant vice president of finance and technology administration for University Services.
· Assists in other areas of Print, Mail & Trademark Licensing Services as needed.
Account Service Reporting
· Generate daily production report to assure jobs are on track to meet deadlines.
· Manage system administration, billing, project management, and billing software.
Qualifications
Required Experience:
· Associates Degree in accounting, finance or related field or equivalent experience in those fields, or relevant experience
· 3 years’ recent business office experience
· Proficient in Microsoft Office Suite and Excel
· Proficient computer skills in database and financial systems currently utilized at Print & Mail Services, or comparable systems
· Experience using and extracting information from computer systems for billing purposes
· Excellent knowledge of the pricing structure enforced within current in-plant print production facilities to support the goal of cost recovery
· Highly accurate with close attention to detail
· Strong and highly organized interpersonal, written, and verbal communications skills
· Willingness to support multiple areas within Print, Mail & Trademark Licensing Services to foster outstanding customer service and accuracy of data within the department
· Ability to work with discretion and maintain professional confidences
· Ability to handle a wide variety of tasks simultaneously and prioritize effectively
· Works well and maintains calm under pressure
· Ability to manage resources effectively
· Ability to work well independently in a fast-paced environment
Preferred Experience:
· 3 years’ progressive experience in a Print/Mail environment
· 3 years’ database experience, preferably to include Avanti Systems software
· Working knowledge of direct mail & U.S.P.S. regulations
· Recently demonstrated ability to manage client relationships
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Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS