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Job ID: 123991

Operation & Finance Coordinator
University at Buffalo, The State University of New York

Date Posted May 31, 2019
Title Operation & Finance Coordinator
University University at Buffalo, The State University of New York
Buffalo, NY, United States
Department School of Engineering and Applied Sciences
Application Deadline Open until filled
Position Start Date Available immediately
  • Coordinator
    Professional Staff
  • Fiscal Services

Position Summary
The School of Engineering and Applied Sciences’ (SEAS) Office of Strategic Initiatives (OSI) supports the ever-changing array of cross-disciplinary centers, institutes, interdisciplinary degree programs, and large center grants that align with the university’s strategic plan, allowing the school to be increasingly nimble in starting up new entities. The office has a new position available for a resourceful and entrepreneurial-minded operations and finance coordinator.

The incumbent will work closely with a diverse and dynamic population of faculty and students from across the globe and will include regular interaction with SEAS’ Business Officer and the University’s financial support units. The incumbent will also work closely with the directors for The Stephen Still Institute for Sustainable Transportation and Logistics, The Institute for Computational and Data Enabled Sciences, SEAS’ Shared Instrumentation Laboratories, The Institute for Bridge Engineering, and The Sustainable Manufacturing and Advanced Robotic Technologies Community of Excellence.

Under the direction of OSI’s director, the operations and finance coordinator will be responsible to provide a broad range of support for the initiatives supported by the OSI, including:

  • Organize and maintain the budgets for the three e-funded centers – the Stephen Still Institute for Sustainable Transportation & Logistics, Institute for Bridge Engineering and Institute for Computational and Data Sciences. Responsibilities include providing counsel on expenditures and recommending cost breakouts between accounts to ensure all budgets remain solvent and in good standing, annual budget planning and forecasting, proposal and budget development support services, process and record purchase transactions, expenditure tracking and assignment, monthly financial reconciliations, travel and personal reimbursements, preparation and submission of tuition forms and timely student, faculty and staff appointments.
  • Day-to-day administrative support of the Shared Instrumentation Laboratories and the Sustainable Manufacturing and Advanced Robotic Technologies (SMART) Labs including annual rates development and review in accordance with university policies, bi-annual equipment inventory, procurement of high-cost equipment and lab consumables through formal university processes and using different funding sources, facilitate use of labs and equipment by external industry users, aggregation and calculation of instrument and lab use data for monthly billing expenditure tracking, onboarding and regular review of lab users to ensure compliance with all university and federal regulations which includes database recording and updating all instrumentation training and user information.
  • Actively serve as a unit resource on policies, guidelines and procedures related to sponsored programs, while interfacing with the Sponsored Projects Staff and various funding agencies. Provide fiscal support to faculty to responsibly manage awards consistent with University policy,
  • Manage purchasing, reimbursement and other financial transactions using multiple State, Research Foundation and University at Buffalo Foundation accounts.
  • Establish rates, and develop and manage budgets and expenses for all special events supported by the office.
  • Ensures smooth day-to-day office operations through process development, ensuring electronic filing systems are in place and functioning properly, assigning and monitoring clerical functions, office supply inventory and requisition, receiving and distributing mail and packages, coordinating all facilities work order requests and other projects as assigned.

University at Buffalo is an affirmative action equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities.

Minimum Qualifications

  • Bachelor’s degree with a minimum of 1 year of finance, budgeting and business administration experience
  • Ability to standardize best practices and processes
  • Excellent organizational and time management skills, with the ability to juggle multiple requests
  • Strong proficiency in Microsoft Office applications, especially Excel
  • Must possess excellent verbal and written communication skills
  • Must be able to function well as a team member with an ability to also work independently and problem solve
  • Experience with financial databases
  • Ability to multi-task while maintaining a high level of attention to detail

Preferred Qualifications

  • Master’s degree with 3 years of finance, budgeting and business or administration experience in a higher education setting.
  • Project management experience
  • Working familiarity with Oracle
  • Direct experience working with UB systems and processes including ereq, SIRI and CONCUR
  • Experience in building databases and financial management systems
  • Advanced Microsoft Access and Excel experience

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