Financial Coordinator

Posting Number: 20244021S Position Title: Financial Coordinator Position Type: Staff Location: Villanova, PA Recruitment Type: Internal/External Applicants Work Schedule: full-time/12-months Avg Hours Week Department: 130-Dean-Arts and Sciences Position Summary:

The Financial Coordinator provides financial, budgetary, and operations support in the management of all fiscal resources within the College of Liberal Arts & Sciences. Specific areas of support include operating budgets, restricted accounts, and the entrepreneurial accounts within the College of Arts & Sciences. The individual in this position coordinates, collects, monitors, and reviews various data related to the budget and serves as resource for all departments with related questions. The Financial Coordinator also acts as the key point of contact for adjunct payroll. This position requires excellent attention to detail as well as strong analytical and interpersonal skills.

Villanova is a Catholic university sponsored by the Augustinian Order. Diversity and inclusion have been and will continue to be an integral component of Villanova University's mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

Adjunct Payroll Coordinator/EPAF Data Entry

• Coordinate all tasks related to the payroll of all CLAS adjunct faculty members (totaling upwards of 250 adjuncts per semester). Update pay rate spreadsheet to properly assign pay rates to adjunct faculty based on degree and accumulated credits. Create, disseminate, and review adjunct payroll spreadsheets sent to academic departments for first review of payroll submission.

• Monitor course enrollments of adjunct faculty prior to drop/add, adjusting payroll requests accordingly. Assemble paperwork from adjuncts to be submitted to the Provost office.

• Communicate with departments about the availability of payroll data and facilitating all necessary changes to any incorrect data in the system. Finalize all data with Asst. Director of Admin/part-time faculty services in the Provost office for final review of adjunct payroll.

• Monitor monthly adjunct costs with departments and programs for accuracy.

• Enter all supplemental stipend payment data for CLAS faculty into the Electronic Personnel Action Form (EPAF) in the Novasis system. Assist in entering overload payment data as needed.

Concur/NovaBuy Approver

• Review and audit all expense and payment requests in the Concur and Nova Buy systems to ensure University policies are being followed. Perform functions as first approver in Concur for expense reports and invoices, confirming accuracy of account index, budget availability, and appropriate documentation. Facilitate support to help ensure system users within the College are utilizing the systems accurately and effectively.

Budget Support

• Provide various budgetary and operations support to the Asst Dean of Finance/Administration. Run reports and monitor all CLAS budgets. Prepare restricted fund and entrepreneurial surplus budgets for annual budget submission and quarterly restricted fund budget projections. Prepare and maintain internal budget reports, analyses, and financial forecasts.

• Support CLAS department chairs and department supervisors with understanding their budgets and long-range financial plans. Utilize reports and other budgeting tools for departmental personnel to use in monitoring and analyzing their budgets.

• Maintain financial policies and procedures related to expenditure tracking and budget management, in accordance with general University financial procedures and guidelines.

• Create annual financial calendar (based on general University finance calendar) to ensure timely CLAS budget submission for varying budget deliverables.

Expense Tracking/Reporting

• Provide operating expense monitoring/tracking, which includes the review of the appropriateness of charges and verification of budget availability.

• Collaborate with other areas of the University (Budget office, Procurement, Bursar, etc.) to ensure compliance with University policies and procedures regarding travel and business expenditures.

• Monitor account balances and prepare analyses of variances from budget throughout the academic year and at fiscal year-end.

• Serve as the College's main point of contact for all financial systems. Run various Banner, Novasis, and Cognos reports to assist CLAS departments and programs with related questions for query and reporting. Serve as the College's designated trainer on Banner, Concur, NovaBuy and other budget-management systems for new CLAS staff.

• Monitor Dean's account index to verify appropriate charges against budget; prepare all Dean's office request for payments, invoices, and Banner/NovaBuy input of Dean's office purchase orders. Coordinate the closing or forwarding of all College purchase orders at fiscal year-end. Process new vendors in Payment Works.

• Create journal entries between A&S accounts as directed by the Dean's office finance team members.

Perform other duties and assist with projects as assigned.

Minimum Qualifications:

• Bachelor's degree in Accounting, Finance, or work experience in a related field required.

• 3+ years in a financial/operations role, with exposure to budget development, bookkeeping or accounting. Prior experience within an academic environment is preferred.

• This individual must have excellent organizational, planning, and interpersonal skills and be an exceptional team player.

• Demonstrated attention to written and numerical detail required.

• Must have the ability to work independently in a fast-paced environment under general supervision.

• The individual must be an upbeat, energetic self-starter who enjoys collaboration with a wide variety of people.

• Must have a proven ability to consistently maintain an outstanding level of professionalism with all levels of University faculty and staff.

• Must have an understanding and effective use of confidentiality.

• The individual must have the ability to handle multiple projects with deadlines in a fast-paced environment.

• The individual must have a deep commitment to the well-being of the College and the advancement of its mission, and to serving the needs of a diverse community.

• Demonstrated proficient ability with MS Office suite of software applications, particularly Word and Excel.

• Proven ability to create spreadsheets and reviewing data for accuracy.

• The individual must have thorough knowledge of office management and procedures; and knowledge of financial, budgetary, and procurement procedures.

• Must be proficient in all standard computer applications and equipment.

Preferred Qualifications:

Working knowledge of SCT Banner and IBM Cognos preferred.

Physical Requirements and/or Unusual Work Hours: Special Message to Applicants: Posting Date: 05/16/2024 Closing Date (11:59pm ET): Salary Posting Information:

Commensurate with experience.

Salary Band: H Job Classification: non-exempt

References Needed

References Needed

Minimum Number of References Needed 3 Maximum Number of References Needed 3