Administrative and Financial Coordinator, The John C. Stalker Institute of Food and Nutrition -
GENERAL STATEMENT OF DUTIES:
The Administrative and Financial Coordinator (officially classified as Administrative Assistant I) provides administrative support to all programs and coordination of all financial requirements for The John C. Stalker Institute of Food and Nutrition at Framingham State University. The duties and responsibilities listed are not intended to be exhaustive, but serve rather to illustrate the primary activities undertaken by an Administrative Assistant I in the routine performance of assigned duties in accordance with the class specifications as intended by the Human Resource Division of the Commonwealth of Massachusetts.
Please see the full Administrative Assistant Classification Specifications
Manager of Operations, The John C. Stalker Institute of Food and Nutrition
EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:
- Coordinate and perform varied administrative tasks requiring independent action and the setting of priorities and procedures;
- Coordinate workshop and event requests according to established process;
- Maintain all operational databases with accurate and updated data, including but not limited to contact and mailing lists;
- Organize information into spreadsheet format from data collection including but not limited to workshop tally, evaluation forms, quarterly reports, financial reports;
- Generate reports in preparation for analysis and graphical display, including but not limited to financial reports for all grant expenditures against monthly income statements using Excel and the financial management reporting system;
- Reconcile monthly budget(s) and prepares financial statements and reports and maintains accounts and records such as cash receipt registers, budgetary control, etc. to reflect financial status.
- Maintain all accounts payable functions/records interfacing with the FSU Business Office and grants management including all payroll functions.
- Prepares purchase orders for programs and purchases using Banner administration software; orders materials for workshops and events
- Reconciles financial documents, records, transactions and statements to ensure conformance with established standards and budget allocations
- Reviews general and appropriation ledgers to check authorizations and transfers and/or adjust out-of-balance ledgers.
- Confers with internal and external personnel and agencies by telephone, in writing or in person to resolve accounting discrepancies and/or obtain statistical data and documentation for various reports and/or projects.
- Reviews accounting procedures to ensure conformance with established reporting requirements, etc.;
- Performs billing function for all workshop attendees/school districts and receives and processes checks for deposit;
- Prepares contracts, required payroll documents, travel forms for staff and contractors and processes payment vouchers and payroll entries;
- Performs related duties such as maintaining salary and payroll records; preparing receipt vouchers, contracts, and purchase requisitions; attending staff meetings and training sessions; responding to inquiries regarding assigned agency functions; reviewing and/or approving invoices for payment; and conferring with others concerning accounting-related matters;
- Assist with technical support and registration process for conferences and workshops;
- Operates standard office machines and equipment;
- Updates and revises various forms and processes;
- Reviews, sorts, and files materials;
- Sets up and maintains filing system, as needed;
- Maintains and updates inventory for office, workshop supplies, and print materials for events, purchasing as required;
- Represents The John C. Stalker Institute of Food and Nutrition in a positive and professional manner;
- Provides technical assistance to ensure compliance with agency laws, rules and regulations;
- Performs other administrative and job related tasks, as needed.
Applicants must have at least (A) two years of full-time, or equivalent part-time, experience in office management, office administration, business administration or business management, the major duties of which included one or more of the following functions: purchasing, personnel management, budgeting, accounting, records management, work simplification, grants management, contract administration or program management, (B) any equivalent combination of the required experience and the substitutions below.
I. An Associate's or higher degree with a major in business administration, business management or public administration may be substituted for the required experience.*
II. An Associate's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required experience.*
*Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed.
- Five years of full-time, or equivalent part-time, experience in office management and accounting;
- Experience with Banner software;
- Proficiency in QuickBooks, Microsoft Office Word, Excel, Access, PowerPoint, Teams, Outlook, and Adobe Acrobat;
- Highly professional with the ability to work independently, manage multiple tasks and assignments simultaneously, and meet deadlines;
- Demonstrates self-initiative and the ability to prioritize and problem solve;
- Proven organizational skills and attention to detail;
- Excellent verbal and written communication skills;
- Strong interpersonal skills for professional and positive interactions with all levels of personnel inside and outside the department.
Candidates who are bilingual in English and Spanish or English and Portuguese are strongly encouraged to apply.
This is a full-time, non-exempt, benefits-eligible position in the American Federation of State, County, and Municipal Employees (AFSCME) bargaining unit with a title of Administrative Assistant I. The bi-weekly pay rate is $1707.31 (grade 15, step 1). This position is grant funded and employment is contingent on continued grant funding.
Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.
Framingham State University is an equal opportunity/affirmative action employer.
Members of underrepresented groups, minorities, women, veterans, persons with disabilities, and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.