Finance Coordinator
Inside Higher Ed, San Diego, CA, United States
Job location is at 10240 Science Center Drive, San Diego, CA 92121.
Under the direct supervision of the Chief Financial Officer (CFO), this position provides high-level administrative and organizational support to the CFO and the Finance department in a fast-paced, high-volume environment. The role is suited for an individual who thrives in a dynamic environment, demonstrates strong organization and time management skills, and can effectively manage shifting priorities. Excellent communication skills are required to coordinate with a wide range of internal and external stakeholders and to support and manage projects with defined deadlines.
Responsibilities
Administrative Support
Serves as the primary administrative contact supporting the CFO, the Senior Director of Finance, and the Finance department.
Schedules meetings, conference calls, and events as requested, ensuring all logistical details are handled (e.g., meeting space, equipment, refreshments).
Drafts, proofreads, and edits correspondence for the CFO, including emails, letters, and reports, ensuring all materials are accurate, well-organized, and ready on time.
Processes credit card expenditures and expense reports.
Manages the Finance department general phone line and CFO’s phone as needed; responds to routine inquiries and escalates matters appropriately.
Serves as initial point of contact for in‑person visitors, addressing routine questions or directing them to the appropriate contact. Coordinates visitor registration with Security Department and provides directions as needed.
Assists with organizing and executing projects, tracking deadlines, deliverables, and progress.
Finance Department Support
Drives to the Institute’s main campus, the bank, and the post office/FedEx as needed.
Monitors Finance email inbox, responds to routine inquiries, organizes and files correspondence, and escalates matters as appropriate.
Monitors Investments email inbox, files incoming emails and attachments, ensuring all important documents are properly archived.
Photocopies, scans, and prints both general and confidential materials.
Participates in team meetings and may prepare agendas and record meeting minutes.
Schedules and coordinates arrangements for department/team events.
Prepares, sorts, and distributes incoming and outgoing mail and packages.
Provides administrative support during peak periods, staff absences, or vacancies.
Orders office supplies, materials, and equipment, maintains inventory, and performs basic troubleshooting of office equipment to maintain smooth operation of Finance office.
Liaises with internal departments such as Facilities and Information Technology to initiate and schedule work/service orders, and schedules services with outside vendors.
Tracks all completed journal entries on the Control Log daily.
Tracks all reviewed and approved reconciliations monthly.
Sets up new vendors, makes banking and other changes to existing vendor profiles, and uploads vendors’ W‑9s.
Sets up vendor direct deposit payments.
Performs general administrative duties and supports special projects as assigned.
Performs other related duties as assigned by management.
Qualifications
Bachelor’s Degree from a four‑year college or university in a relevant field such as Finance, Accounting, or other business field, or an equivalent combination of education and related experience.
Minimum of three years of professional work experience in an administrative support or management assistant role within an Accounting or Finance department or a bank/financial institution.
Certificates, licenses, and registrations preferred: Notary, or willingness to become a notary.
Computer skills required: proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and Adobe Acrobat; familiarity with accounting or financial software, including AI tools such as ChatGPT.
Valid CA driver’s license, clean driving record, and transportation.
Pay
The expected pay range for this position is $27.00 to $35.00 per hour. Salk Institute provides pay ranges representing its good‑faith estimate of what the institute reasonably expects to pay for this position. The pay offered to a selected candidate will be determined based on factors such as the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.
Benefits
Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.
Equal Employment Opportunity Statement
The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.
Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.
Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:
Any combination of characteristics.
A perception that the person has any of the characteristics or any combination of those characteristics.
A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.
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Under the direct supervision of the Chief Financial Officer (CFO), this position provides high-level administrative and organizational support to the CFO and the Finance department in a fast-paced, high-volume environment. The role is suited for an individual who thrives in a dynamic environment, demonstrates strong organization and time management skills, and can effectively manage shifting priorities. Excellent communication skills are required to coordinate with a wide range of internal and external stakeholders and to support and manage projects with defined deadlines.
Responsibilities
Administrative Support
Serves as the primary administrative contact supporting the CFO, the Senior Director of Finance, and the Finance department.
Schedules meetings, conference calls, and events as requested, ensuring all logistical details are handled (e.g., meeting space, equipment, refreshments).
Drafts, proofreads, and edits correspondence for the CFO, including emails, letters, and reports, ensuring all materials are accurate, well-organized, and ready on time.
Processes credit card expenditures and expense reports.
Manages the Finance department general phone line and CFO’s phone as needed; responds to routine inquiries and escalates matters appropriately.
Serves as initial point of contact for in‑person visitors, addressing routine questions or directing them to the appropriate contact. Coordinates visitor registration with Security Department and provides directions as needed.
Assists with organizing and executing projects, tracking deadlines, deliverables, and progress.
Finance Department Support
Drives to the Institute’s main campus, the bank, and the post office/FedEx as needed.
Monitors Finance email inbox, responds to routine inquiries, organizes and files correspondence, and escalates matters as appropriate.
Monitors Investments email inbox, files incoming emails and attachments, ensuring all important documents are properly archived.
Photocopies, scans, and prints both general and confidential materials.
Participates in team meetings and may prepare agendas and record meeting minutes.
Schedules and coordinates arrangements for department/team events.
Prepares, sorts, and distributes incoming and outgoing mail and packages.
Provides administrative support during peak periods, staff absences, or vacancies.
Orders office supplies, materials, and equipment, maintains inventory, and performs basic troubleshooting of office equipment to maintain smooth operation of Finance office.
Liaises with internal departments such as Facilities and Information Technology to initiate and schedule work/service orders, and schedules services with outside vendors.
Tracks all completed journal entries on the Control Log daily.
Tracks all reviewed and approved reconciliations monthly.
Sets up new vendors, makes banking and other changes to existing vendor profiles, and uploads vendors’ W‑9s.
Sets up vendor direct deposit payments.
Performs general administrative duties and supports special projects as assigned.
Performs other related duties as assigned by management.
Qualifications
Bachelor’s Degree from a four‑year college or university in a relevant field such as Finance, Accounting, or other business field, or an equivalent combination of education and related experience.
Minimum of three years of professional work experience in an administrative support or management assistant role within an Accounting or Finance department or a bank/financial institution.
Certificates, licenses, and registrations preferred: Notary, or willingness to become a notary.
Computer skills required: proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and Adobe Acrobat; familiarity with accounting or financial software, including AI tools such as ChatGPT.
Valid CA driver’s license, clean driving record, and transportation.
Pay
The expected pay range for this position is $27.00 to $35.00 per hour. Salk Institute provides pay ranges representing its good‑faith estimate of what the institute reasonably expects to pay for this position. The pay offered to a selected candidate will be determined based on factors such as the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location, and external market pay for comparable jobs.
Benefits
Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.
Equal Employment Opportunity Statement
The Salk Institute for Biological Studies is an Equal Opportunity Employer and is committed to providing equal access to opportunities for students, employees, applicants for employment and other visitors. Salk has also adopted and maintains a policy to encourage professional and respectful workplace behavior and prevent discriminatory and harassing conduct in our workplace.
Accordingly, the Institute prohibits harassment and discrimination in employment on the basis of, and considers all qualified applicants for employment without regard to, actual or perceived race (race is inclusive of traits associated with race, including, but not limited to, hair texture and protective hairstyles. Protective hairstyles include, but not limited to, such hairstyles as braids, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, age, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), reproductive health decision making, gender, gender identity, gender expression, sexual orientation, veteran and/or military status (disabled veteran, veteran of the Vietnam era, other covered veteran status), political affiliation, and any other status protected by state or federal law.
Discrimination is prohibited with any intersectionality of the above-mentioned characteristics, including:
Any combination of characteristics.
A perception that the person has any of the characteristics or any combination of those characteristics.
A perception that the person is associated with a person who has, or is perceived to have, any of those characteristics or any combination of those characteristics.
#J-18808-Ljbffr