Finance Associate, Alumni and Constituent Engagement - University Advancement
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2020588
Carnegie Mellon is enjoying its most productive fundraising years in its history, raising more than $950M over the last three years. University Advancement (UA) supports the entire CMU community in building relationships with key constituencies and securing the financial resources the university needs to continue its ascent. As the division grows, we are seeking a finance associate, Alumni and Constituent Engagement. This is an exciting opportunity if you thrive in an interesting and challenging work environment. Reporting to the assistant vice president for Alumni and Constituent Engagement you will provide support in the administration of financial and business functions for the Alumni and Constituent Engagement team. You will also oversee and coordinate the processing and reporting of accounting transactions and stay apprised of CMU's Business, Travel & Expense Policy and other university finance policies and procedures.
Your core responsibilities will include:
Processing expense reports for staff and volunteers (domestic and international) according to university policy requirements (CMU will provide Oracle training).
Processing purchasing card and travel card reports according to university policy requirements.
Maintaining a travel log for each team member to track pre-payments and resolution.
Processing non-employee reimbursements and student payments.
Creating purchase orders, seeking approval and forwarding invoices to Accounts Payable for payments. Serving as a point of contact for vendors regarding payment processing inquires and requirements.
Recording cash receipts for network events, royalty income, and other initiatives and the submission to Cash Operations for deposits to the appropriate Oracle Account. Serving as petty cash custodian, requesting and verifying petty cash, cash boxes, and PoS devices for major University events. Participating in annual PCI DSS compliance process.
Producing and distributing monthly budget reports to the Alumni and Constituent Engagement leadership team.
Providing network account reports to network leadership on a regular basis.
Processing network reimbursements.
Monitoring department budget to assist in identifying and correcting errors in budget reports.
Assisting Alumni and Constituent Engagement leadership team with budget and forecast preparation.
Handling all special or difficult transactions, including special requests for payments, foreign wire transfers, cutting of checks, check cancellations and reissues, etc.
Providing suggestions on ways to reduce spending or improve internal financial processes for efficiency.
Serving as the team point of contact on contracts as well as procurement and purchasing compliance.
Supporting the Alumni and Constituent Engagement team as needed.
Creating ad hoc reports as requested.
Collaborating closely with the University Advancement finance team, developing a strong partnership and maintaining close ties.
Other duties as assigned.
Passion, excellence and flexibility are vital qualities within University Advancement. A commitment to diversity, equity and inclusion; collaboration; and cultural sensitivity are valued competencies at CMU. Therefore, we are in search of a team member who is able to effectively interact with a varied population of internal and external partners at a high level of integrity. We are looking for someone who shares our values and who will support the mission of the university through their work.
You should demonstrate:
The ability to:
manage multiple tasks in a fast-paced environment, while prioritizing work for self
work with sensitive information, maintain confidentiality and use discretion
understand and support the objectives of the University Advancement division
adhere to the highest ethical standards
manage multiple inflexible deadlines
work in a team environment and independently
pay close attention to detail
prioritize work and manage multiple tasks simultaneously
manage difficult situations while maintaining composure
work under pressure
Excellent organizational, verbal and written communication skills
Excellent interpersonal and analytical skills
You should be willing to work outside of normal business hours as needed. Evening and weekend work will occasionally be required.
High school diploma or GED required; associate's or bachelor's degree preferred.
Three to five years of administrative support, bookkeeping, accounts payable, or data entry experience.
Demonstrated knowledge and ability working with financial reports and data.
Strong customer service skills with multiple constituent groups.
Proficiency with Microsoft Office Suite, including Excel and experience working with pivot tables.
Familiarity with a variety of technology through office and computer applications.
Successful background check
Financial Planning, Analysis, Accounting and Reporting
Staff - Regular
Full Time/Part time
Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.