Senior Finance and Administrative Coordinator, Large Binocular Telescope Observatory

Administrative:

• Provide front-office support, professionally greet, supervise and direct internal and external office and observatory visitors.
• Purchase supplies, materials, and equipment for the department and the observatory, following established procurement procedures and supervisor approval.
• Coordinate merchandise returns and express shipments within the U.S. and internationally.
• Support the fleet of vehicles, including driving vehicles to UA Motor Pool; scheduling vehicle use and maintenance; and preparing monthly and annual reports for the UA Motor Pool and state agencies.
• Assist with the maintenance of office, conference rooms, and kitchen facilities.
• Maintain office equipment and supplies, and orders office supplies as needed.
• Maintain financial and administrative records for audit purposes.
• Utilize the university HR system to perform MSS transactions, such as position distributions for changes in personnel funding and payment requests.
• Coordinate the duties for student employees who assist within fleet maintenance and other support duties.
• Time coordinator for department timesheets.

Financial:

• Process reimbursements to department employees'' for reimbursable expenses and travel, ensuring all required supporting documentation is complete and compliant with university and departmental policies.
• Process vendor payments utilizing university credit cards, purchase orders or disbursement vouchers.
• Provide staff with general guidance regarding financial questions.
• Coordinate asset management activities, including tagging assets, maintaining equipment inventories, tracking departmental equipment, and managing surplus inventory.

Corporation:

• Assist with managing procurements and payments for the corporation from both domestic and international vendors.
• Communicate directly with vendors, secure quotes, and prepare purchase orders.
• Prepare invoices for payment with cash voucher or wire transfer.
• Supports unit cash-handling processes while ensuring internal controls.

Other Duties:

• Assist in coordinating activities that fall outside the scope of normal daily operations, including event planning for conferences, board meetings, and finance meetings; coordinating event space; and arranging meals with the Student Union or external vendors.
• Assist with financial audit requests during annual site audit.

Knowledge, Skills, and Abilities:

• Excellent customer service skills.
• Proactive in monitoring tasks and taking prompt action to complete work.
• Strong organizational skills with the ability to effectively manage time, prioritize tasks, set goals, and develop systems to achieve them.
• Possess excellent written and verbal communication skills.
• Flexibility to adjust to changing priorities and tasks.
• Knowledge and use of business principles, theories and concepts.
• Ability to work efficiently and effectively both independently and as part of the team.
• Demonstrate honesty and integrity, as well as being flexible and adaptable to a fast-paced and evolving environment.
• Working knowledge of the university's accounting policies, procedures, and practices.