Senior Finance and Administrative Coordinator, Large Binocular Telescope Observatory

The Large Binocular Telescope Observatory is seeking a Senior Finance and Administrative Coordinator to provide daily operational support for the department to ensure goals and objectives are accomplished in accordance with established policies, procedures, and priorities. Responsibilities include purchasing supplies and materials, processing financial transactions, and providing office support for the day-to-day operations and research activities of the department and observatory, including the Large Binocular Telescope Observatory (LBTO) and the Large Binocular Telescope Corporation (LBTC), a 501(c)(3) non-profit organization that sponsors the observatory.

This position requires strong attention to detail, the ability to prioritize, and the ability to work effectively within a team and with internal and external collaborators. This is a full-time front-office position that requires in-person work and may require occasional after-hours and weekend support. This position reports directly to the Business Affairs Manager.

Outstanding U of A benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; U of A/ASU/NAU tuition reduction for the employee and qualified family members; retirement plans; access to U of A recreation and cultural activities; and more!

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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.

This job posting reflects the general nature and level of work expected of the selected candidate(s). It is not intended to be an exhaustive list of all duties and responsibilities. The institution reserves the right to amend or update this description as organizational priorities and institutional needs evolve.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of relevant work experience, or equivalent combination of education and work experience.
• Ability to drive according to the University Fleet Safety Policy..
• Experience in Microsoft Office (Word and Excel), Google Suite, and Adobe products.
  
  

• Bachelor's degree in Business Administration.
  
• Experience in an office setting preferred.