Administrative Coordinator/Financial Representative - Berklee College of Music in Boston Massachusetts

Unfortunately, this job is expired as of 12/4/2015.

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Berklee College of Music

Boston, Massachusetts


United States
(787-215)

Categories

Detailed Job Description


Under the interim direction of the Controller, the Administrative Coordinator/Financial Representative provides administrative support to the senior leadership team (Accounting, Budget and Business Services) including project assistance, administrative support and general departmental coordination. Works closely with the Controller on sensitive and confidential issues. Works independently in coordinating communications, projects, etc. Represents or assists the Controller or other senior executives in the department when needed. Conducts ongoing communications with the college and external community regarding policies and procedures, budgets, fiscal audits, inquiries and resolves discrepancies with vendors, etc. Organizes, facilitates, and documents various financial committees as needed. Assists the Controller’s office in meeting the goals and objectives of the Financial Area. Serves as the front-line representative for the Office of the Controller.

  

Essential Duties and Responsibilities:

Under the general direction of the Controller, the Administrative Assistant/Financial Representative provides project assistance, administrative support, and general departmental coordination. Works closely with the Controller on sensitive and confidential issues. Works independently in coordinating communications, projects, etc. Represents or assists the Controller or other senior executives in the department when needed. Conducts ongoing communications with the college and external community regarding policies and procedures, budgets, fiscal audits, inquiries and resolves discrepancies with vendors, etc. Organizes, facilitates, and documents various financial committees as needed. Assists the Controller’s office in meeting the goals and objectives of the Financial Area. Serves as the front-line representative for the Office of the Controller.

Essential Duties and Responsibilities:

1) Support:

  • Assist the Controller and Budget Director, as requested, in identification, collection and scheduling of project deliverables, milestones, and required tasks, and/or establishing standards for project reporting and documentation.
  • Compiles and organizes data and advises of communication on actions needed to be taken.  
  • Responsible for the scheduling of budget meetings preparation of budget packages and catering services.
  • Financial report distribution, fiscal year end audit confirmation and related special schedules, responsible for maintaining the external financial statement distribution list and the follow up of the mailing thereafter.
  • Work with the office on various timelines for the financial operation of the college operating and capital budget process, executive benefits and audits.
  • Provides administrative support for the office when required by the Controller.

2) Office Management:

  • Receive and direct visitors and clients
  • General clerical duties including data entry, photocopying, fax and mailing
  • Maintain electronic and hard copy filing system
  • Handle requests for information and data
  • Resolve administrative problems and inquiries
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings, appointments and travel arrangements for Controller and others as needed
  • Prepare agendas for meetings and prepare schedules
  • Record, compile, transcribe and distribute minutes of meetings
  • Open, sort and distribute incoming correspondence
  • Maintain office supply inventories
  • Coordinate maintenance of office equipment
  • Coordinate and maintain records 

3) Employee Communications. Responsible for ensuring that appropriate communications are distributed to employees to orient them to the Office of the Controller and maintained current.

4) Accounting/Finance: Handle various related activities including, but not limited to:

  • Maintaining tax reporting files and communicating as directed with our tax advisors
  • Provide accounts payable support by preparing checks and auditing check-runs
  • Set up wire transfers, prepare deposits and other transfers
  • Coordinate documents for approval from our Valencia campus
  • Oversee preparations and administration of various small entity accounting records
  • Preparation of various data forms (ie. S&P, investments, tax, etc.)

5) Record Retention. Work with the Department to catalog and monitor records, including retention and destruction when appropriate.

6) Year-end Audit. Work closely with the Controller in developing the timeline and resources for the preparation of the fiscal year-end audit 

7) Other duties as assigned by the Controller.

Required Skills

  • Project coordination skills. Organized work habits with attention to detail and ability to prioritize multiple tasks. Ability to work independently with self-direction and initiative essential. Ability to guide and manage projects as assigned by Controller; ability to coordinate and/or delegate tasks and work in group situations are a plus.
  • Excellent writing, editing, and proofreading skills. Essential in order to handle written communications in an independent manner for the Vice President for Finance.
  • Commitment to confidentiality essential.
  • Strong interpersonal, communication and customer service skills to assist in financial matters. Ability to deal effectively with the external and college community using diplomacy, tact, commitment to confidentiality, commitment to customer service, cooperative problem solving; techniques within department and in dealing with the college and external community. Facilitation, mediation and negotiation skills necessary to resolve financial and vendor issues, and in order to organize and coordinate committees. Ability to handle stressful, delicate matters in a professional, discreet, and mature manner.
  • Strong computer skills, including demonstrated experience with Excel, Word processing and database programs in a Macintosh environment. Website maintenance using HTML a plus.
  • Demonstrated capacity to develop & maintain effective working relationshipswith individuals & organizations reflecting a broad range of identities, perspectives & experiences

Required Experience

  • Bachelor’s degree plus five years of experience in an office relevant to financial affairs preferred.
  • Project Management experience
  • Exhibit a consistent record of personal & professional actions that promote an inclusive climate & social justice for all

Berklee College of Music is committed to increasing the diversity of the college community and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

Keyword Phrases

  • Learning lab for the music of today
  • Cultivating the musicianship of all students
  • Holistic and constantly evolving diversity
  • Business and Financial Management
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Employment Type:Administrative Staff
Degree Required: Bachelors
Experience: See Job Description
Level of Job: Analyst / Staff
Salary: See Job Description
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter