Administrative Coordinator for Finance & Planning
This position provides administrative support to the Vice President for Finance and Planning, and is responsible for all administrative functions for the Purchasing Card Program.
Position Summary:
* Support and coordinate committees and working groups as assigned.
* Provide hospitality to guests, manage day-to-day correspondence, field phone calls, make copies, and order/maintain supplies.
* Manage calendars and coordinate communications.
* Coordinate travel arrangements and itineraries as needed.
* All aspects of account maintenance for Purchasing Card program including card set up, activation, credit limit adjustments, closures, periodic review of accounts, and maintenance of required forms.
* Prepare Purchasing Cards for travel including training, credit limit adjustments, MCC codes, international blocks and itineraries, and cash access.
* Training for cardholders and transaction approvers in system use and policy, maintenance, specific event training such as cross-cultural travel and faculty development, updates to training materials and quizzes.
* Work with the Office of Faculty Development to maintain accurate credit limits on cards for faculty.
* Coordinate card cancellation and disputed charges for lost, stolen, and compromised cards.
* Assist cardholders and transaction approvers with both card and system issues.
* 24/7 coverage for Purchasing Card program emergency issues including travel, fraud, lost/stolen card.
* Reporting and follow-up with cardholders and approvers missing allocation and approval deadlines.
* Perform monthly audit of Purchasing Card transactions.
* Verification and notification for Visa extract process. Performing the Visa extract when needed.
* Reporting and/or research as requested by Procurement Services and budget managers.
* Distribution, activation, and retraining for renewed cards.
* Supplier registration process and information updates in One$ource.
* Certificate of Insurance (COI) updates.
* Upload documents to Application Xtender for storage.
* Maintain consistent and reliable attendance.
Minimum Qualifications:
Education Required: Associate’s Degree or substantial experience (Business, Finance, or Accounting major preferred).
Experience Required: 2 years’ work experience in a procurement setting, background in business, finance, or accounting.
Skills, Characteristics Required for Position:
* Demonstrated commitment to excellent customer service.
* Excellent interpersonal and communication skills.
* Strong organizational skills, ability to work independently with little supervision and ability to prioritize multiple responsibilities.
* Ability to perform detailed-oriented work accurately and pursue issues and questions in a diligent fashion.
* A deadline-oriented and customer-focused work ethic.
* Understanding of procurement procedures and computer-based procurement processes and systems.
* Demonstrated competency in Microsoft Office Suite products, specifically Excel.
* Ability to facilitate large group and one-on-one training.
* Ability to work discreetly with confidential and sensitive information.
Diversity: Messiah University’s commitment to diversity and inclusive excellence draws inspiration from its mission “to educate men and women toward maturity of intellect, character and Christian faith in preparation for lives of service, leadership and reconciliation in church and society.” Candidates should clearly articulate why diversity and inclusive excellence matter to them as persons of faith as well as in their profession.
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