Position Title:

About the Role

The Department Coordinator in the Research Resources Department supports various administrative and financial functions, including coordinating invoicing, resolving billing discrepancies, managing census data, analyzing data, and maintaining financial records. This role also oversees communications with vendors, manages preventative maintenance contracts, handles purchase order requisitions, and approves larger invoices.

Responsibilities

• Manage census data, ensuring accuracy and completeness, including verifying and reporting on financials, revenue, and expenses.
• Maintain up-to-date PI protocol information and serve as a point of contact for vendors, managing communications and relationships.
• Oversee preventative maintenance contracts to ensure timely and efficient service.
• Administer the monthly invoicing process, resolve billing discrepancies, and ensure timely payment of invoices.
• Maintain accurate financial records, including procurement, orders, and billing details.
• Analyze financial data to support budgeting, financial planning, and monthly invoicing.
• Handle purchase order requisitions and approve larger invoices in accordance with departmental policies.
• Ensure compliance with university policies and industry standards for data retention and financial management.
• Prepare and present regular reports on financial status, procurement activities, and other relevant metrics.
• Provide training and support to staff on financial procedures and the use of the EMS system.
• Assist with the coordination of departmental projects, ensuring they are completed on time and within budget.
• Follow up on tasks from beginning to completion using organizational tools like Outlook and TEAMS.
• Prioritize financial tasks according to deadlines from the business manager.
• Exhibit willingness to assume additional responsibilities and increase knowledge, skills, and abilities.

Requirements

• Bachelor’s degree in Business Administration, Finance, or a related field.
• Minimum of 3-5 years of experience in a similar role, preferably within an academic or research setting.
• High level of proficiency with Microsoft Office suite applications (Word, Excel, PowerPoint) and ability to learn new software applications as needed.
• Ability to perform multiple tasks concurrently with strong organizational, analytical, and problem-solving skills.
• Attention to detail and ability to complete assignments by deadlines in a fast-paced environment with minimal supervision.
• Excellent interpersonal, written, and customer service skills.
• Initiative, sound judgment, and discretion with confidential data, along with the ability to prioritize.
• Ability to lift 30 lbs, open packages, and move furniture for set-up of events and meetings.

Preferred Qualifications

• Experience with EMS systems and knowledge of animal research protocols.
• Intermediate to advanced proficiency in financial software and Microsoft Office Suite.
• Experience in an academic or research environment.
• Familiarity with university policies and compliance requirements.

Performance Standards

• Follow up on all tasks from beginning to completion.
• Use Outlook, TEAMS, and other organizational tools to manage tasks and emails.
• Complete purchase order, invoice payment coordination, reimbursements, receiving, and purchasing card procedures accurately and timely.
• Perform assigned responsibilities in accordance with established deadlines and university policies.
• Provide status updates to supervisors, investigators, and staff.
• Prioritize financial tasks according to deadlines from the business manager.
• Demonstrate willingness to assume additional responsibilities and increase knowledge, skills, and abilities.