The College of Charleston
Charleston, South Carolina
Budget Director & Assistant to the Dean
Posting Details
POSTING INFORMATION
Internal Title
Budget Director & Assistant to the Dean
Position Type
Classified
Faculty / Non-Faculty / Administration
Non-Faculty
Pay Band
6
Level
5
Department
School of Business
Job Purpose
Serves dual roles as Assistant to the Dean of the School of Business and Director of Budgeting. Directs and coordinates financial planning and resource allocation for the School’s various operating budgets (approximately 100+). Assists the Dean in routine tasks and other projects as needed.
Minimum Requirements
Bachelor’s degree and five years of professional experience in office, business &/or fiscal management. Preferred experience in an academic setting. Accounting experience required. Candidates with an equivalent combination of experience and/or education are encouraged to apply.
Required Knowledge, Skills and Abilities
Must possess business management skills involving complex budget planning/maintenance, procurement processes, and inventory control. Ability to communicate effectively both orally and in writing is critical. Requires excellent organizational, analytical and planning skills to perform well with a highly diverse workload. Must be able to handle stressful situations smoothly. Significant knowledge of office technology (Microsoft Office Suite) and procedures is necessary. Must be able to supervise and train employees and students. Knowledge in federal & state regulations, including FERPA is preferred.
Additional Comments Regarding Position
Requires walking, standing, &/or sitting for extended periods of time. Must be able to travel about campus by foot for events, material distribution, etc.
Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
*Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
All applications must be submitted online https://jobs.cofc.edu .
Salary
*$55,341-$64,885
Posting Date
04/12/2024
Closing Date
04/29/2024
Benefits
Insurance: Health/Dental/Vision
Life Insurance
Paid Leave: Sick/Annual/Parental
Retirement
Long Term Disability
Paid Holidays
Free CARTA Bus Service
Employee Tuition Assistance Program ( ETAP )
Employee Assistance Program ( EAP )
Full Benefits Package – Click Here
Open Until Filled
No
Posting Number
2024057
EEO Statement
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.
Quicklink for Posting
https://jobs.cofc.edu/postings/15312
Job Duties
Job Duties
Activity
Manages all fiduciary functions for the School of Business (SB) and Dean’s Office. Develops, maintains, and reconciles numerous state and foundation budgets (approximately 18 mil total). Drafts budget and related financial proposals as needed; acts as a liaison for Business Affairs and other offices for reconciling and trouble-shooting financial issues. Approves routine expenditures and advises the Dean regarding major expenditures and the disbursal of funds within the budgets. Oversees purchase card accounts and travel expenses. Develops and designs monthly accountant-level financial statements and reports for the Dean. Develops budget projections and recommendations based on current needs and expenditures, funding trends, and comparative analysis of prior years’ spending. Regularly meets with department chairs and their administrative assistants to provide training sessions dealing with the implementation of various types of budget administration and other related issues.
Essential or Marginal
Essential
Percent of Time
40
Activity
Provides comprehensive administrative support to the Dean and coordinates the flow of communication and information within the Dean’s Office, including prioritizing and referring issues to Associate Deans, senior administrators, and others as appropriate. Brings items that need the Dean’s immediate attention to the forefront. Composes routine School correspondence for Dean’s approval. Follows up on status, complaints, and requests for information. Works with community and advisory partners at the discretion of the Dean to include meeting coordination, notetaking, event planning, and other tasks. Plans and organizes key processes, research, and complex projects for the School of Business and Dean’s office and ensures efficient and effective completion of these activities.
Essential or Marginal
Essential
Percent of Time
40
Activity
Hires, trains, supervises and evaluates Administrative Specialist and temporary staff. Delegates and oversees administrative activities throughout the School.
Essential or Marginal
Essential
Percent of Time
10
Activity
Coordinates the SB efforts to maintain accreditation from the Association of Advance Collegiate School of Business ( AACSB ) International. Works with departments to gather required academic data and strategic information for the AACSB International; produces and submits quarterly and annual reports.
Essential or Marginal
Essential
Percent of Time
5
Activity
Formulates, communicates, and evaluates administrative policies and procedures, ensuring the School of Business is in compliance with federal, state and institutional regulations. Assists the Dean and Chairs in planning, coordinating, implementing and assessing School procedures and processes, including advising, course/classroom scheduling, pre-registration and scholarships. Acts as Dean’s liaison with administrative offices, academic departments/schools, committees, students, corporate executives, alumni and donors. Collects and organizes documents for dean’s office faculty records/files.
Essential or Marginal
Essential
Percent of Time
5
Apr 12, 2024
Full time
Budget Director & Assistant to the Dean
Posting Details
POSTING INFORMATION
Internal Title
Budget Director & Assistant to the Dean
Position Type
Classified
Faculty / Non-Faculty / Administration
Non-Faculty
Pay Band
6
Level
5
Department
School of Business
Job Purpose
Serves dual roles as Assistant to the Dean of the School of Business and Director of Budgeting. Directs and coordinates financial planning and resource allocation for the School’s various operating budgets (approximately 100+). Assists the Dean in routine tasks and other projects as needed.
Minimum Requirements
Bachelor’s degree and five years of professional experience in office, business &/or fiscal management. Preferred experience in an academic setting. Accounting experience required. Candidates with an equivalent combination of experience and/or education are encouraged to apply.
Required Knowledge, Skills and Abilities
Must possess business management skills involving complex budget planning/maintenance, procurement processes, and inventory control. Ability to communicate effectively both orally and in writing is critical. Requires excellent organizational, analytical and planning skills to perform well with a highly diverse workload. Must be able to handle stressful situations smoothly. Significant knowledge of office technology (Microsoft Office Suite) and procedures is necessary. Must be able to supervise and train employees and students. Knowledge in federal & state regulations, including FERPA is preferred.
Additional Comments Regarding Position
Requires walking, standing, &/or sitting for extended periods of time. Must be able to travel about campus by foot for events, material distribution, etc.
Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
*Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
All applications must be submitted online https://jobs.cofc.edu .
Salary
*$55,341-$64,885
Posting Date
04/12/2024
Closing Date
04/29/2024
Benefits
Insurance: Health/Dental/Vision
Life Insurance
Paid Leave: Sick/Annual/Parental
Retirement
Long Term Disability
Paid Holidays
Free CARTA Bus Service
Employee Tuition Assistance Program ( ETAP )
Employee Assistance Program ( EAP )
Full Benefits Package – Click Here
Open Until Filled
No
Posting Number
2024057
EEO Statement
The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.
Quicklink for Posting
https://jobs.cofc.edu/postings/15312
Job Duties
Job Duties
Activity
Manages all fiduciary functions for the School of Business (SB) and Dean’s Office. Develops, maintains, and reconciles numerous state and foundation budgets (approximately 18 mil total). Drafts budget and related financial proposals as needed; acts as a liaison for Business Affairs and other offices for reconciling and trouble-shooting financial issues. Approves routine expenditures and advises the Dean regarding major expenditures and the disbursal of funds within the budgets. Oversees purchase card accounts and travel expenses. Develops and designs monthly accountant-level financial statements and reports for the Dean. Develops budget projections and recommendations based on current needs and expenditures, funding trends, and comparative analysis of prior years’ spending. Regularly meets with department chairs and their administrative assistants to provide training sessions dealing with the implementation of various types of budget administration and other related issues.
Essential or Marginal
Essential
Percent of Time
40
Activity
Provides comprehensive administrative support to the Dean and coordinates the flow of communication and information within the Dean’s Office, including prioritizing and referring issues to Associate Deans, senior administrators, and others as appropriate. Brings items that need the Dean’s immediate attention to the forefront. Composes routine School correspondence for Dean’s approval. Follows up on status, complaints, and requests for information. Works with community and advisory partners at the discretion of the Dean to include meeting coordination, notetaking, event planning, and other tasks. Plans and organizes key processes, research, and complex projects for the School of Business and Dean’s office and ensures efficient and effective completion of these activities.
Essential or Marginal
Essential
Percent of Time
40
Activity
Hires, trains, supervises and evaluates Administrative Specialist and temporary staff. Delegates and oversees administrative activities throughout the School.
Essential or Marginal
Essential
Percent of Time
10
Activity
Coordinates the SB efforts to maintain accreditation from the Association of Advance Collegiate School of Business ( AACSB ) International. Works with departments to gather required academic data and strategic information for the AACSB International; produces and submits quarterly and annual reports.
Essential or Marginal
Essential
Percent of Time
5
Activity
Formulates, communicates, and evaluates administrative policies and procedures, ensuring the School of Business is in compliance with federal, state and institutional regulations. Assists the Dean and Chairs in planning, coordinating, implementing and assessing School procedures and processes, including advising, course/classroom scheduling, pre-registration and scholarships. Acts as Dean’s liaison with administrative offices, academic departments/schools, committees, students, corporate executives, alumni and donors. Collects and organizes documents for dean’s office faculty records/files.
Essential or Marginal
Essential
Percent of Time
5
Organizational Overview: Footsteps supports and affirms individuals and families who have left or are contemplating leaving, insular ultra-Orthodox Jewish communities in their quest to lead self-determined lives. Based in New York City with remote options nationally, Footsteps offers members peer and emotional support groups, educational and career programs, divorce and custody support, social events and celebrations, and referrals to partner organizations for additional resources. Since Footsteps began in 2003, we have served over 2,300 individuals as they work to define their own identities, build new connections and communities, and lead meaningful lives on their own terms.
We have recently completed a robust strategic planning process, which has laid out a clear vision for Footsteps through 2027. In 2024, as we continue to recalibrate post-COVID, we expect our budget to surpass $5M with a staff of over 30. This is both an exciting and critical time to join the Footsteps team as we strengthen our internal infrastructure and capacity to meet the expanding needs of this community.
Position Overview: Footsteps seeks an energetic, highly organized, project manager to serve as the Coordinator of the Executive Office. The Coordinator will provide overall executive-level support and coordination to the CEO in all aspects of their daily activities, managing an array of projects, including organizational development, and supporting coordination for the executive office. The executive office includes the CEO, the Board of Directors, the Senior Director of People and Culture, the Senior Director of Programs, and the Senior Director of Finance, Data, and Administration. The ideal candidate will be an exceptional project manager who possesses a high level of discretion in handling sensitive and confidential information and managing relationships with staff, board members, Footsteps members, and external stakeholders.
Job Responsibilities:
Supporting the CEO
Be aware of and manage the CEO’s priorities, fielding inquiries, anticipating and navigating shifting needs as they arise
Manage the CEO’s calendar, scheduling and confirming appointments, preparing materials for meetings and coordinating travel arrangements
Support the CEO in managing email inbox, draft correspondence with external constituents and document key correspondence in the database
Support the CEO’s fundraising work, partner with the development team to coordinate, prepare for, and follow-up on donor meetings and events, and support with development tasks as needed
Act as an information funnel, facilitating between CEO and internal and external stakeholders
Supporting the Executive Office
In partnership with the Senior Director of People and Culture, build agendas and manage scheduling and content for leadership and all staff meetings, as well as staff gatherings and retreats
Project manage organization-wide strategic initiatives and special projects that do not fit neatly within the organizational chart or that fall between departmental or leadership responsibility
Plan and execute the annual goal-planning process
Board Liaising
Work with the operations team to coordinate all logistics around board meetings including scheduling, managing RSVPs, and materials preparation
Manage schedule of board activities, schedule board committee meetings, facilitate communication and reporting leading up to board meetings and organizational events
Take notes at board and committee meetings, disseminate minutes and action items in a timely manner
Manage board orientation process, including scheduling orientation and the compilation of the board manual for new members
Competencies:
Meticulous attention to detail while maintaining sight of the bigger picture Highly organized and able to manage multiple complex tasks
Comfort with “managing up”
Exceptional written and verbal interpersonal skills
Ability to cultivate strong, professional relationships with colleagues, board members, donors, and organizational partners
Flexible work style with the ability to work under tight deadlines and shifting priorities, anticipate needs and potential issues before they arise
Motivated self-starter capable of working independently as well as within a team environment
Ability to exercise independent judgment, problem-solving, and discretion
Ability to maintain sensitive and confidential information
Qualifications:
3+ years relevant work experience providing administrative support and project management in a dynamic, fast-paced environment
Commitment to and passion for Footsteps’ mission and values
Proficient and comfortable with technology including Google Suite (Gmail, Drive, Docs, Sheets) and Microsoft Suite (Excel, Word, and PowerPoint)
Ability to work occasional evenings and weekends
Knowledge of Salesforce, Zoom, and 1-2 project management platforms (Asana, Basecamp, etc.) a plus
Previous experience in the nonprofit sector is a plus
Location: New York City Area Anticipated Start Date: Late July/Early August 2024 Salary: $62,000 - $70,000
This is a hybrid position, with in-office days expected approximately 1-2 days per week in addition to board meetings and event support in the NYC metro area. The ideal candidate works well in the office and from home.
COVID update: All staff are required to be vaccinated. The office is currently open to staff on a voluntary basis. Program offerings and services are offered both virtually and in-person, at the office and offsite.
How to Apply: Please send your resume and cover letter to opportunities@footstepsorg.org and indicate your name and “Coordinator of the Executive Office” in the subject line. We will review applications on a rolling basis, so we encourage you to apply soon.
Team + Benefits: You will be joining an amazing team of passionate, mission-driven colleagues. We offer a competitive benefits package that includes: 20 vacation days, 13 paid holidays, unlimited sick days, 5 personal days, summer Fridays, 12 weeks of paid parental leave, paid sabbatical after 7 years of continuous service, health, dental, and vision insurance, 3% match for IRA retirement plan, flexible spending accounts for health care and transit, and a professional development stipend.
We are committed to promoting an equitable, safe, and welcoming environment for our members and staff. Footsteps values a culture of respect and inclusive community: honoring personal choice, different sets of beliefs, and diverse lifestyles that promote individuals’ rights to determine the course of their own lives. Footsteps promotes diversity in the workplace and believes it is critical for our continuing success. We know that women, trans, non-binary, and other structurally marginalized people are more likely to apply to jobs only if they meet 100% of the qualifications. We strongly encourage you to apply even if you don’t meet every requirement.
Footsteps is an equal-opportunity employer. Immigrants, people of color, formerly ultra-Orthodox individuals, LGBTQIA people, people with disabilities, and people who come from poor and working-class backgrounds are strongly encouraged to apply. Footsteps does not discriminate on the basis of race, color, religion, sexual orientation, gender identity or expression, national origin, age, disability, marital or veteran status, or any other legally protected status.
We thank you for your interest in career opportunities with Footsteps. Due to high volume, only those candidates selected for an interview will be contacted.
Apr 10, 2024
Full time
Organizational Overview: Footsteps supports and affirms individuals and families who have left or are contemplating leaving, insular ultra-Orthodox Jewish communities in their quest to lead self-determined lives. Based in New York City with remote options nationally, Footsteps offers members peer and emotional support groups, educational and career programs, divorce and custody support, social events and celebrations, and referrals to partner organizations for additional resources. Since Footsteps began in 2003, we have served over 2,300 individuals as they work to define their own identities, build new connections and communities, and lead meaningful lives on their own terms.
We have recently completed a robust strategic planning process, which has laid out a clear vision for Footsteps through 2027. In 2024, as we continue to recalibrate post-COVID, we expect our budget to surpass $5M with a staff of over 30. This is both an exciting and critical time to join the Footsteps team as we strengthen our internal infrastructure and capacity to meet the expanding needs of this community.
Position Overview: Footsteps seeks an energetic, highly organized, project manager to serve as the Coordinator of the Executive Office. The Coordinator will provide overall executive-level support and coordination to the CEO in all aspects of their daily activities, managing an array of projects, including organizational development, and supporting coordination for the executive office. The executive office includes the CEO, the Board of Directors, the Senior Director of People and Culture, the Senior Director of Programs, and the Senior Director of Finance, Data, and Administration. The ideal candidate will be an exceptional project manager who possesses a high level of discretion in handling sensitive and confidential information and managing relationships with staff, board members, Footsteps members, and external stakeholders.
Job Responsibilities:
Supporting the CEO
Be aware of and manage the CEO’s priorities, fielding inquiries, anticipating and navigating shifting needs as they arise
Manage the CEO’s calendar, scheduling and confirming appointments, preparing materials for meetings and coordinating travel arrangements
Support the CEO in managing email inbox, draft correspondence with external constituents and document key correspondence in the database
Support the CEO’s fundraising work, partner with the development team to coordinate, prepare for, and follow-up on donor meetings and events, and support with development tasks as needed
Act as an information funnel, facilitating between CEO and internal and external stakeholders
Supporting the Executive Office
In partnership with the Senior Director of People and Culture, build agendas and manage scheduling and content for leadership and all staff meetings, as well as staff gatherings and retreats
Project manage organization-wide strategic initiatives and special projects that do not fit neatly within the organizational chart or that fall between departmental or leadership responsibility
Plan and execute the annual goal-planning process
Board Liaising
Work with the operations team to coordinate all logistics around board meetings including scheduling, managing RSVPs, and materials preparation
Manage schedule of board activities, schedule board committee meetings, facilitate communication and reporting leading up to board meetings and organizational events
Take notes at board and committee meetings, disseminate minutes and action items in a timely manner
Manage board orientation process, including scheduling orientation and the compilation of the board manual for new members
Competencies:
Meticulous attention to detail while maintaining sight of the bigger picture Highly organized and able to manage multiple complex tasks
Comfort with “managing up”
Exceptional written and verbal interpersonal skills
Ability to cultivate strong, professional relationships with colleagues, board members, donors, and organizational partners
Flexible work style with the ability to work under tight deadlines and shifting priorities, anticipate needs and potential issues before they arise
Motivated self-starter capable of working independently as well as within a team environment
Ability to exercise independent judgment, problem-solving, and discretion
Ability to maintain sensitive and confidential information
Qualifications:
3+ years relevant work experience providing administrative support and project management in a dynamic, fast-paced environment
Commitment to and passion for Footsteps’ mission and values
Proficient and comfortable with technology including Google Suite (Gmail, Drive, Docs, Sheets) and Microsoft Suite (Excel, Word, and PowerPoint)
Ability to work occasional evenings and weekends
Knowledge of Salesforce, Zoom, and 1-2 project management platforms (Asana, Basecamp, etc.) a plus
Previous experience in the nonprofit sector is a plus
Location: New York City Area Anticipated Start Date: Late July/Early August 2024 Salary: $62,000 - $70,000
This is a hybrid position, with in-office days expected approximately 1-2 days per week in addition to board meetings and event support in the NYC metro area. The ideal candidate works well in the office and from home.
COVID update: All staff are required to be vaccinated. The office is currently open to staff on a voluntary basis. Program offerings and services are offered both virtually and in-person, at the office and offsite.
How to Apply: Please send your resume and cover letter to opportunities@footstepsorg.org and indicate your name and “Coordinator of the Executive Office” in the subject line. We will review applications on a rolling basis, so we encourage you to apply soon.
Team + Benefits: You will be joining an amazing team of passionate, mission-driven colleagues. We offer a competitive benefits package that includes: 20 vacation days, 13 paid holidays, unlimited sick days, 5 personal days, summer Fridays, 12 weeks of paid parental leave, paid sabbatical after 7 years of continuous service, health, dental, and vision insurance, 3% match for IRA retirement plan, flexible spending accounts for health care and transit, and a professional development stipend.
We are committed to promoting an equitable, safe, and welcoming environment for our members and staff. Footsteps values a culture of respect and inclusive community: honoring personal choice, different sets of beliefs, and diverse lifestyles that promote individuals’ rights to determine the course of their own lives. Footsteps promotes diversity in the workplace and believes it is critical for our continuing success. We know that women, trans, non-binary, and other structurally marginalized people are more likely to apply to jobs only if they meet 100% of the qualifications. We strongly encourage you to apply even if you don’t meet every requirement.
Footsteps is an equal-opportunity employer. Immigrants, people of color, formerly ultra-Orthodox individuals, LGBTQIA people, people with disabilities, and people who come from poor and working-class backgrounds are strongly encouraged to apply. Footsteps does not discriminate on the basis of race, color, religion, sexual orientation, gender identity or expression, national origin, age, disability, marital or veteran status, or any other legally protected status.
We thank you for your interest in career opportunities with Footsteps. Due to high volume, only those candidates selected for an interview will be contacted.
In a fast-paced team setting, the Senior IP Billing Coordinator is responsible for a wide range of billing activities, including preparing and distributing invoices, communicating billing issues to various levels of the organization and working with the Firm’s clients, partners and personnel to address billing related issues. This individual is expected to deliver high quality work product and excellent service to both internal and external clients. In addition, the Senior IP Billing Coordinator also supports several Billing Manager functions, on an as needed basis. This includes reviewing inventory reports, auditing final invoices and making suggestions on how to improve processes and policies.
Job Functions:
Provide a high level of service to the Firm’s clients, partners and personnel to ensure the accuracy and timeliness of invoices.
Develop a strong rapport with the Firm’s partners and assistants. Initiate periodic follow up meetings with them to ensure that billing needs are being met and invoices are processed and sent in a timely manner. Follow-up items may span multiple months. Must be able to schedule reminders and monitor incomplete items.
Research and respond to billing related issues and inquiries, including the preparation of status reports as requested. Must be comfortable querying systems including, but not limited to, CPi, Elite and the USPTO site.
Utilize Elite to generate, distribute and edit proformas. Editing includes transfers, write-offs and adjustments to time entries resulting in final invoices which are sent to the client. Prior to distribution, IP billing also requires a pre-review of the proformas to flag for completed tasks, budgets, and other various edits.
Review own work and that of others, as part of the department’s quality review process.
Prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring alternative rate billing schedules, tracking budgets and preparing customized client-side reports and invoices.
Assist in month and year-end close activities working with other departments and management.
Mentor and train new billing coordinators on procedures and departmental computer applications. Work with the Patent Team to train timekeepers on time entry and billing. Follow up with timekeepers who are not in compliance.
Keep Billing Manager informed about compliance, issues and potential risks.
Assist the Billing Manager with reviewing inventory reports. This includes reaching out to attorneys regarding aging WIP and following up with attorneys responsible for reviewing other Billing Attorney’s invoices.
Work overtime as needed, or when requested to do so with advance notice.
Essential Competencies:
Works proactively with others to coordinate activities within a department or function of the Firm.
Organizes, prioritizes assignments, and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
Motivates others to attain their highest levels of achievement, productivity, and work satisfaction.
Maintains current knowledge of trends and developments affecting the area of specialization.
Encourages innovative thinking and the exercise of sound judgment to achieve results.
Qualifications:
Bachelor’s degree preferred.
A minimum of 5 years legal billing experience preferred, with a minimum of 2 years IP billing required.
Proficiency in Elite required.
Experience with CPi required.
Noted ability to maintain departmental and team standards in a deadline driven environment.
Strong overall technical aptitude including knowledge all MS Office applications.
Ability to work independently while at the same time working as a team member in the department.
Ability to keep a level-head during stressful situations, including receiving time sensitive requests with short notice.
Strong client service skills. Must be able to manage many different personalities.
Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis.
Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner. Must have a strong work ethic and the willingness to work additional hours as needed.
Physical Requirements:
Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
Must have the ability to operate equipment such as a computer and copy machine.
Must have the ability to communicate clearly and to read and follow detailed instructions.
Must have the ability to prepare assorted documents and other related materials.
Must have the ability to work in stressful conditions under time deadlines.
Dec 19, 2023
Full time
In a fast-paced team setting, the Senior IP Billing Coordinator is responsible for a wide range of billing activities, including preparing and distributing invoices, communicating billing issues to various levels of the organization and working with the Firm’s clients, partners and personnel to address billing related issues. This individual is expected to deliver high quality work product and excellent service to both internal and external clients. In addition, the Senior IP Billing Coordinator also supports several Billing Manager functions, on an as needed basis. This includes reviewing inventory reports, auditing final invoices and making suggestions on how to improve processes and policies.
Job Functions:
Provide a high level of service to the Firm’s clients, partners and personnel to ensure the accuracy and timeliness of invoices.
Develop a strong rapport with the Firm’s partners and assistants. Initiate periodic follow up meetings with them to ensure that billing needs are being met and invoices are processed and sent in a timely manner. Follow-up items may span multiple months. Must be able to schedule reminders and monitor incomplete items.
Research and respond to billing related issues and inquiries, including the preparation of status reports as requested. Must be comfortable querying systems including, but not limited to, CPi, Elite and the USPTO site.
Utilize Elite to generate, distribute and edit proformas. Editing includes transfers, write-offs and adjustments to time entries resulting in final invoices which are sent to the client. Prior to distribution, IP billing also requires a pre-review of the proformas to flag for completed tasks, budgets, and other various edits.
Review own work and that of others, as part of the department’s quality review process.
Prepare billing related reports to ensure that client accounts are being billed as agreed upon in the terms of the engagement letter. This may include monitoring alternative rate billing schedules, tracking budgets and preparing customized client-side reports and invoices.
Assist in month and year-end close activities working with other departments and management.
Mentor and train new billing coordinators on procedures and departmental computer applications. Work with the Patent Team to train timekeepers on time entry and billing. Follow up with timekeepers who are not in compliance.
Keep Billing Manager informed about compliance, issues and potential risks.
Assist the Billing Manager with reviewing inventory reports. This includes reaching out to attorneys regarding aging WIP and following up with attorneys responsible for reviewing other Billing Attorney’s invoices.
Work overtime as needed, or when requested to do so with advance notice.
Essential Competencies:
Works proactively with others to coordinate activities within a department or function of the Firm.
Organizes, prioritizes assignments, and serves as a department liaison to ensure collaborative efforts result in meeting or exceeding goals and standards.
Motivates others to attain their highest levels of achievement, productivity, and work satisfaction.
Maintains current knowledge of trends and developments affecting the area of specialization.
Encourages innovative thinking and the exercise of sound judgment to achieve results.
Qualifications:
Bachelor’s degree preferred.
A minimum of 5 years legal billing experience preferred, with a minimum of 2 years IP billing required.
Proficiency in Elite required.
Experience with CPi required.
Noted ability to maintain departmental and team standards in a deadline driven environment.
Strong overall technical aptitude including knowledge all MS Office applications.
Ability to work independently while at the same time working as a team member in the department.
Ability to keep a level-head during stressful situations, including receiving time sensitive requests with short notice.
Strong client service skills. Must be able to manage many different personalities.
Strong attention to detail with a demonstrated ability to establish priorities and complete diverse assignments on a timely basis.
Superior verbal and written communication skills and the ability to interact with all levels of personnel in a professional and courteous manner. Must have a strong work ethic and the willingness to work additional hours as needed.
Physical Requirements:
Must have minimal physical mobility. Position may occasionally require standing, walking, reaching, and lifting up to 15 pounds.
Must have the ability to operate equipment such as a computer and copy machine.
Must have the ability to communicate clearly and to read and follow detailed instructions.
Must have the ability to prepare assorted documents and other related materials.
Must have the ability to work in stressful conditions under time deadlines.
The Camera Culture group focuses on making the invisible visible—inside our bodies, around us, and beyond—for health, work, and connection. The goal is to create an entirely new class of computational and sensory platforms that have an understanding of the world that far exceeds human ability and produce meaningful abstractions that are well within human comprehensibility.
The Administrative Assistant will manage complex administrative matters for the Camera Culture research group and associate director of the Media Lab, Ramesh Raskar, function as a high-level coordinator of the Decentralized Society + Web3 Project, and serve as an information resource on all projects and productions.
The Media Lab is currently working on a hybrid work schedule - 60% on campus in Cambridge, 40% remote.
Project Coordination 50% (20 hours per week)
Support the Decentralized Society + Web3 Project under the direction of Ramesh Raskar, Alex 'Sandy' Pentland, Neha Narula focusing on three emerging areas: (1) digital currencies, (2) decentralized AI, and (3) computational privacy and security.
● Develop integrated project plans and archives;
● Coordinate logistics including budgets, contracts, timelines, reporting, and liaising with partners;
● Manage, organize, and execute large (200+) to small (10-20) events for innovators, students, alumni, and distinguished guests; solicit competitive bids and negotiate contract/pricing with vendors.
● provide administrative and production assistance for academic course;
● Ensure all messaging and visuals are consistent and tailored for intended audience; draft and/or edit communications, including event invitations, newsletter, social media content, and emails, take rough drafts of blogs and bring them to a version suitable for final edits, and explain fundraising aspect of participation in projects to keep sponsor companies informed of group activities;
● Write reports, including post-meeting write ups and follow ups, create slides for presentations for external partners and internal meetings;
Administrative Support for Camera Culture 50% (20 hours per week)
Financial 25%
● Manage day-to-day spending for group according Media Lab Finance and MIT procedure and compliance policy, such as
○ reconciliations of expenses, expense reimbursements, complex purchase orders and contracts, independent contractor coordination, Financial Review & Control (FRC) reports, accounts payables, maintain all records, invoices, receipts, and the like according to MIT’s record retention policy, etc.;
○ Responsible for use of MIT Procurement and Travel credit cards for group according to Media Lab Finance and MIT procedure and compliance policy;
● Initiate PIPI form for grant applications
● Work with the Fiscal Officer to review budgets and spending regularly.
Administrative 25%
● Schedule and coordinate PI and group calendars; including monitoring deadlines and important events;
● Coordinate travel logistics, reservations, detailed travel itineraries and coordinate/process reimbursement for travel expenses;
● Coordinating and arranging meetings, workshops, conferences to include: logistics such as securing space, initiating and coordinating online conferencing, catering set up and breakdown, scheduling, workshop materials ordering and shipping, support event activities and such;
● Maintain, update, and ensure group’s team and project web pages are up to date;
● Draft, proofread and edit documents, such as letters of recommendation;
● Coordinating and facilitating communications (in-person, virtual, telephone, etc.) and meetings with collaborators, both domestic and international.
● Serve as an information resource for group members;
● Maintain records and contacts related to UROP (Undergraduate Research Opportunities Program), and other affiliated staff;
● Supports onboarding activities for new group members such as keys, mailing lists, etc.
● Handling general office duties as needed and assigned.
Qualifications & Skills:
REQUIRED:
● High School diploma or equivalent;
● Five years’ experience as an administrative assistant or related experience;
● Excellent organizational and verbal and written communication skills;
● Ability to work collaboratively and effectively with a creative and diverse group of people including researchers, students, corporate sponsors, and administrators;
● Strong organizational and customer service skills;
● Effective communicator with excellent verbal and written communications skills;
● Exercises discretion, diplomacy, and tact;
● Adept at using communication tools such as Slack;
● Excellent computer skills including proficiency with Google Workspace, and comfortable learning new software.
PREFERRED:
● Associate or Bachelor's degree
● MIT business apps: Microsoft Office, SAPgui, Concur, Google Workspace, Dropbox
This is a full-time hybrid position working at least three days on campus, including Wednesdays.
This is a one-year appointment, with the possibility of extension based on funding and the course of the research.
Application material must include a cover letter.
To apply, please visit MIT's careers at https://hr.mit.edu/careers and search for job ID number #22870
Jul 13, 2023
Full time
The Camera Culture group focuses on making the invisible visible—inside our bodies, around us, and beyond—for health, work, and connection. The goal is to create an entirely new class of computational and sensory platforms that have an understanding of the world that far exceeds human ability and produce meaningful abstractions that are well within human comprehensibility.
The Administrative Assistant will manage complex administrative matters for the Camera Culture research group and associate director of the Media Lab, Ramesh Raskar, function as a high-level coordinator of the Decentralized Society + Web3 Project, and serve as an information resource on all projects and productions.
The Media Lab is currently working on a hybrid work schedule - 60% on campus in Cambridge, 40% remote.
Project Coordination 50% (20 hours per week)
Support the Decentralized Society + Web3 Project under the direction of Ramesh Raskar, Alex 'Sandy' Pentland, Neha Narula focusing on three emerging areas: (1) digital currencies, (2) decentralized AI, and (3) computational privacy and security.
● Develop integrated project plans and archives;
● Coordinate logistics including budgets, contracts, timelines, reporting, and liaising with partners;
● Manage, organize, and execute large (200+) to small (10-20) events for innovators, students, alumni, and distinguished guests; solicit competitive bids and negotiate contract/pricing with vendors.
● provide administrative and production assistance for academic course;
● Ensure all messaging and visuals are consistent and tailored for intended audience; draft and/or edit communications, including event invitations, newsletter, social media content, and emails, take rough drafts of blogs and bring them to a version suitable for final edits, and explain fundraising aspect of participation in projects to keep sponsor companies informed of group activities;
● Write reports, including post-meeting write ups and follow ups, create slides for presentations for external partners and internal meetings;
Administrative Support for Camera Culture 50% (20 hours per week)
Financial 25%
● Manage day-to-day spending for group according Media Lab Finance and MIT procedure and compliance policy, such as
○ reconciliations of expenses, expense reimbursements, complex purchase orders and contracts, independent contractor coordination, Financial Review & Control (FRC) reports, accounts payables, maintain all records, invoices, receipts, and the like according to MIT’s record retention policy, etc.;
○ Responsible for use of MIT Procurement and Travel credit cards for group according to Media Lab Finance and MIT procedure and compliance policy;
● Initiate PIPI form for grant applications
● Work with the Fiscal Officer to review budgets and spending regularly.
Administrative 25%
● Schedule and coordinate PI and group calendars; including monitoring deadlines and important events;
● Coordinate travel logistics, reservations, detailed travel itineraries and coordinate/process reimbursement for travel expenses;
● Coordinating and arranging meetings, workshops, conferences to include: logistics such as securing space, initiating and coordinating online conferencing, catering set up and breakdown, scheduling, workshop materials ordering and shipping, support event activities and such;
● Maintain, update, and ensure group’s team and project web pages are up to date;
● Draft, proofread and edit documents, such as letters of recommendation;
● Coordinating and facilitating communications (in-person, virtual, telephone, etc.) and meetings with collaborators, both domestic and international.
● Serve as an information resource for group members;
● Maintain records and contacts related to UROP (Undergraduate Research Opportunities Program), and other affiliated staff;
● Supports onboarding activities for new group members such as keys, mailing lists, etc.
● Handling general office duties as needed and assigned.
Qualifications & Skills:
REQUIRED:
● High School diploma or equivalent;
● Five years’ experience as an administrative assistant or related experience;
● Excellent organizational and verbal and written communication skills;
● Ability to work collaboratively and effectively with a creative and diverse group of people including researchers, students, corporate sponsors, and administrators;
● Strong organizational and customer service skills;
● Effective communicator with excellent verbal and written communications skills;
● Exercises discretion, diplomacy, and tact;
● Adept at using communication tools such as Slack;
● Excellent computer skills including proficiency with Google Workspace, and comfortable learning new software.
PREFERRED:
● Associate or Bachelor's degree
● MIT business apps: Microsoft Office, SAPgui, Concur, Google Workspace, Dropbox
This is a full-time hybrid position working at least three days on campus, including Wednesdays.
This is a one-year appointment, with the possibility of extension based on funding and the course of the research.
Application material must include a cover letter.
To apply, please visit MIT's careers at https://hr.mit.edu/careers and search for job ID number #22870
Senior Billing Specialist, Arabella Finance (Durham, NC or Washington, DC)
Arabella Advisors seeks a dynamic and enthusiastic individual to join our Corporate Finance team. The position reports to the Accounting Manager and will be responsible for the timely and accurate preparation of accounts receivable information. We need you to be highly organized, and detail and deadline-oriented with a demonstrated ability to manage several projects simultaneously. The right candidate has outstanding client service skills, operates independently with minimal direction and enjoys working in a fast paced, mission driven environment.
Essential Responsibilities
Manage billing, invoicing, bookkeeping and some journal entry processes including client intake, weekly and monthly invoicing, credit memo, and monthly reporting
Work with internal and external stakeholders to resolve collections issues
Monitor project costs
Work closely with internal stakeholders to ensure timely and accurate month-end close procedures including preparation of accounts receivable related GL reconciliations
Assist with preparation of annual audit reconciliations and schedules
Other Responsibilities
Assist the Assistant Controller and the Accounting Manager with special projects
Support General Accounting function
To Be Successful in This Role, You’ll Need
Associate's Degree Preferred, or equivalent level of experience (5 years of experience without an Associate's degree)
4+ years of relevant professional experience
Understanding of accounting principles including accrual accounting
Proficiency with Microsoft Office applications (Excel, Outlook, Word)
A strong worth ethic; be well-organized and a self-starter
A solid analytical and problem-solving skillset
A drive to raise process efficiency issues and collaborate with team members to implement solutions
Excellent verbal and written communication, including the ability to report on complex data in an easily understandable manner
A customer service mindset
The ability to work independently and within teams in a fast-paced and high-volume environment with an emphasis on accuracy and timeliness
The ability to manage and make progress on multiple projects simultaneously
Experience with accounting software (Microsoft GP a plus)
Intermediate Excel skills
Our Core Competencies
Ability to provide excellent service to clients, including being able to diagnose and anticipate difficult service challenges, provide proactive and effective client-centered solutions, pass along service lessons to teammates, and demonstrate a strong understanding of the client’s perspective
The ability to effectively manage projects, proactively problem solve, and ensure quality control
A high level of emotional intelligence and the ability to use that intelligence to appropriately adapt to stakeholders’ needs
The ability to effectively help communicate complex and nuanced messages to a variety of audiences, including adapting style, tone and content to meet various needs.
The ability to work cooperatively and inclusively with others to achieve shared goals, including supporting efforts that promote a safe and welcoming culture, providing timely and constructive feedback, and highlighting and sharing significant and new knowledge across the team
The ability to use available resources and feedback to continually develop mastery in your role and facilitate team learning, including a willingness to request feedback and incorporate it to improve individual performance and to seek out and participate in career-relevant learning activities
The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including the ability to solve challenges independently
The ability to integrate DEI into work processes and demonstrate understanding of how oppression, privilege, and power present in interactions and work
Working with Us
While this position must be based in Durham, NC or Washington, DC. Please note that all Arabella Advisors’ offices have reopened, and we work in a hybrid environment. We reopened our offices in Summer of 2022 and work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred) and the remaining days working at home/remotely. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act. To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law. We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.
About Arabella Advisors
Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.
Our Commitment to Diversity, Equity, and Inclusion (DEI)
Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement.
Total Rewards (compensation and benefits)
This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography. Durham range $63,000-$78,000DC range $70,000-$88,000 All full-time staff are eligible for our generous benefits package on their first day of employment:
Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
Reimbursements for your personal cell phone plan and fitness
Pre-tax withholding for transportation and parking
Bonus incentive opportunities
Access to professional development opportunities
How to Apply
Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.
Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know. We encourage you to read (or listen to) our DEI statement prior to applying.
We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process. While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position. We will review applications as they are received and look forward to hearing from you.
Apr 06, 2023
Full time
Senior Billing Specialist, Arabella Finance (Durham, NC or Washington, DC)
Arabella Advisors seeks a dynamic and enthusiastic individual to join our Corporate Finance team. The position reports to the Accounting Manager and will be responsible for the timely and accurate preparation of accounts receivable information. We need you to be highly organized, and detail and deadline-oriented with a demonstrated ability to manage several projects simultaneously. The right candidate has outstanding client service skills, operates independently with minimal direction and enjoys working in a fast paced, mission driven environment.
Essential Responsibilities
Manage billing, invoicing, bookkeeping and some journal entry processes including client intake, weekly and monthly invoicing, credit memo, and monthly reporting
Work with internal and external stakeholders to resolve collections issues
Monitor project costs
Work closely with internal stakeholders to ensure timely and accurate month-end close procedures including preparation of accounts receivable related GL reconciliations
Assist with preparation of annual audit reconciliations and schedules
Other Responsibilities
Assist the Assistant Controller and the Accounting Manager with special projects
Support General Accounting function
To Be Successful in This Role, You’ll Need
Associate's Degree Preferred, or equivalent level of experience (5 years of experience without an Associate's degree)
4+ years of relevant professional experience
Understanding of accounting principles including accrual accounting
Proficiency with Microsoft Office applications (Excel, Outlook, Word)
A strong worth ethic; be well-organized and a self-starter
A solid analytical and problem-solving skillset
A drive to raise process efficiency issues and collaborate with team members to implement solutions
Excellent verbal and written communication, including the ability to report on complex data in an easily understandable manner
A customer service mindset
The ability to work independently and within teams in a fast-paced and high-volume environment with an emphasis on accuracy and timeliness
The ability to manage and make progress on multiple projects simultaneously
Experience with accounting software (Microsoft GP a plus)
Intermediate Excel skills
Our Core Competencies
Ability to provide excellent service to clients, including being able to diagnose and anticipate difficult service challenges, provide proactive and effective client-centered solutions, pass along service lessons to teammates, and demonstrate a strong understanding of the client’s perspective
The ability to effectively manage projects, proactively problem solve, and ensure quality control
A high level of emotional intelligence and the ability to use that intelligence to appropriately adapt to stakeholders’ needs
The ability to effectively help communicate complex and nuanced messages to a variety of audiences, including adapting style, tone and content to meet various needs.
The ability to work cooperatively and inclusively with others to achieve shared goals, including supporting efforts that promote a safe and welcoming culture, providing timely and constructive feedback, and highlighting and sharing significant and new knowledge across the team
The ability to use available resources and feedback to continually develop mastery in your role and facilitate team learning, including a willingness to request feedback and incorporate it to improve individual performance and to seek out and participate in career-relevant learning activities
The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including the ability to solve challenges independently
The ability to integrate DEI into work processes and demonstrate understanding of how oppression, privilege, and power present in interactions and work
Working with Us
While this position must be based in Durham, NC or Washington, DC. Please note that all Arabella Advisors’ offices have reopened, and we work in a hybrid environment. We reopened our offices in Summer of 2022 and work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred) and the remaining days working at home/remotely. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act. To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law. We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.
About Arabella Advisors
Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.
Our Commitment to Diversity, Equity, and Inclusion (DEI)
Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement.
Total Rewards (compensation and benefits)
This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography. Durham range $63,000-$78,000DC range $70,000-$88,000 All full-time staff are eligible for our generous benefits package on their first day of employment:
Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
Reimbursements for your personal cell phone plan and fitness
Pre-tax withholding for transportation and parking
Bonus incentive opportunities
Access to professional development opportunities
How to Apply
Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.
Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know. We encourage you to read (or listen to) our DEI statement prior to applying.
We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process. While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position. We will review applications as they are received and look forward to hearing from you.
Senior Specialist (Accounts Receivable), Arabella Finance (Durham, NC or Washington, DC)
Arabella Advisors seeks a dynamic and enthusiastic individual to join our Corporate Finance team. The position reports to the Accounting Manager and will be responsible for the timely and accurate preparation of accounts receivable information. We need you to be highly organized, and detail and deadline-oriented with a demonstrated ability to manage several projects simultaneously. The right candidate has outstanding client service skills, operates independently with minimal direction and enjoys working in a fast paced, mission driven environment.
Essential Responsibilities
Manage Accounts Receivable processes including client intake, weekly and monthly invoicing, credit memo, and monthly reporting
Work with internal and external stakeholders to resolve collections issues
Monitor project costs
Work closely with internal stakeholders to ensure timely and accurate month-end close procedures including preparation of accounts receivable related GL reconciliations
Assist with preparation of annual audit reconciliations and schedules
Assist the Assistant Controller and the Accounting Manager with special projects
Support General Accounting function
To Be Successful in This Role, You’ll Need
Associate's Degree in Business Administration, Accounting, Finance or other related field, or equivalent level of experience (5 years of experience without an Associate's degree)
4+ years of relevant professional experience
Understanding of accounting principles including accrual accounting
Proficiency with Microsoft Office applications (Excel, Outlook, Word)
A strong worth ethic; be well-organized and a self-starter
A solid analytical and problem-solving skillset
A drive to raise process efficiency issues and collaborate with team members to implement solutions
Excellent verbal and written communication, including the ability to report on complex data in an easily understandable manner
A customer service mindset
The ability to work independently and within teams in a fast-paced and high-volume environment with an emphasis on accuracy and timeliness
The ability to manage and make progress on multiple projects simultaneously
Experience with accounting software (Microsoft GP a plus)
Intermediate Excel skills
Our Core Competencies
Ability to provide excellent service to clients, including being able to diagnose and anticipate difficult service challenges, provide proactive and effective client-centered solutions, pass along service lessons to teammates, and demonstrate a strong understanding of the client’s perspective
The ability to effectively manage projects, proactively problem solve, and ensure quality control
A high level of emotional intelligence and the ability to use that intelligence to appropriately adapt to stakeholders’ needs
The ability to effectively help communicate complex and nuanced messages to a variety of audiences, including adapting style, tone and content to meet various needs.
The ability to work cooperatively and inclusively with others to achieve shared goals, including supporting efforts that promote a safe and welcoming culture, providing timely and constructive feedback, and highlighting and sharing significant and new knowledge across the team
The ability to use available resources and feedback to continually develop mastery in your role and facilitate team learning, including a willingness to request feedback and incorporate it to improve individual performance and to seek out and participate in career-relevant learning activities
The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including the ability to solve challenges independently
The ability to integrate DEI into work processes and demonstrate understanding of how oppression, privilege, and power present in interactions and work
Working with Us
While this position must be based in Durham, NC or Washington, DC. Please note that all Arabella Advisors’ offices have reopened, and we work in a hybrid environment. We reopened our offices in Summer of 2022 and work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred) and the remaining days working at home/remotely. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act. To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law. We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more. About Arabella Advisors Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.
Our Commitment to Diversity, Equity, and Inclusion (DEI)
Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement. Total Rewards (compensation and benefits) This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography.
Durham range $63,000-$78,000
DC range $70,000-$88,000
All full-time staff are eligible for our generous benefits package on their first day of employment:
Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
Reimbursements for your personal cell phone plan and fitness
Pre-tax withholding for transportation and parking
Bonus incentive opportunities
Access to professional development opportunities
How to Apply
Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job. Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know. We encourage you to read (or listen to) our DEI statement prior to applying. We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process. While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position. We will review applications as they are received and look forward to hearing from you.
Apr 06, 2023
Full time
Senior Specialist (Accounts Receivable), Arabella Finance (Durham, NC or Washington, DC)
Arabella Advisors seeks a dynamic and enthusiastic individual to join our Corporate Finance team. The position reports to the Accounting Manager and will be responsible for the timely and accurate preparation of accounts receivable information. We need you to be highly organized, and detail and deadline-oriented with a demonstrated ability to manage several projects simultaneously. The right candidate has outstanding client service skills, operates independently with minimal direction and enjoys working in a fast paced, mission driven environment.
Essential Responsibilities
Manage Accounts Receivable processes including client intake, weekly and monthly invoicing, credit memo, and monthly reporting
Work with internal and external stakeholders to resolve collections issues
Monitor project costs
Work closely with internal stakeholders to ensure timely and accurate month-end close procedures including preparation of accounts receivable related GL reconciliations
Assist with preparation of annual audit reconciliations and schedules
Assist the Assistant Controller and the Accounting Manager with special projects
Support General Accounting function
To Be Successful in This Role, You’ll Need
Associate's Degree in Business Administration, Accounting, Finance or other related field, or equivalent level of experience (5 years of experience without an Associate's degree)
4+ years of relevant professional experience
Understanding of accounting principles including accrual accounting
Proficiency with Microsoft Office applications (Excel, Outlook, Word)
A strong worth ethic; be well-organized and a self-starter
A solid analytical and problem-solving skillset
A drive to raise process efficiency issues and collaborate with team members to implement solutions
Excellent verbal and written communication, including the ability to report on complex data in an easily understandable manner
A customer service mindset
The ability to work independently and within teams in a fast-paced and high-volume environment with an emphasis on accuracy and timeliness
The ability to manage and make progress on multiple projects simultaneously
Experience with accounting software (Microsoft GP a plus)
Intermediate Excel skills
Our Core Competencies
Ability to provide excellent service to clients, including being able to diagnose and anticipate difficult service challenges, provide proactive and effective client-centered solutions, pass along service lessons to teammates, and demonstrate a strong understanding of the client’s perspective
The ability to effectively manage projects, proactively problem solve, and ensure quality control
A high level of emotional intelligence and the ability to use that intelligence to appropriately adapt to stakeholders’ needs
The ability to effectively help communicate complex and nuanced messages to a variety of audiences, including adapting style, tone and content to meet various needs.
The ability to work cooperatively and inclusively with others to achieve shared goals, including supporting efforts that promote a safe and welcoming culture, providing timely and constructive feedback, and highlighting and sharing significant and new knowledge across the team
The ability to use available resources and feedback to continually develop mastery in your role and facilitate team learning, including a willingness to request feedback and incorporate it to improve individual performance and to seek out and participate in career-relevant learning activities
The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including the ability to solve challenges independently
The ability to integrate DEI into work processes and demonstrate understanding of how oppression, privilege, and power present in interactions and work
Working with Us
While this position must be based in Durham, NC or Washington, DC. Please note that all Arabella Advisors’ offices have reopened, and we work in a hybrid environment. We reopened our offices in Summer of 2022 and work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred) and the remaining days working at home/remotely. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act. To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law. We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more. About Arabella Advisors Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.
Our Commitment to Diversity, Equity, and Inclusion (DEI)
Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement. Total Rewards (compensation and benefits) This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography.
Durham range $63,000-$78,000
DC range $70,000-$88,000
All full-time staff are eligible for our generous benefits package on their first day of employment:
Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
Reimbursements for your personal cell phone plan and fitness
Pre-tax withholding for transportation and parking
Bonus incentive opportunities
Access to professional development opportunities
How to Apply
Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job. Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know. We encourage you to read (or listen to) our DEI statement prior to applying. We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process. While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position. We will review applications as they are received and look forward to hearing from you.
Please apply directly to the DPS website:
https://ltmwebprod01.dpsk12.org/ltmprod/xmlhttp/shorturl.do?key=EWB
OFFICE OF CHIEF OF STAFF
Traditional 235 work days
F TE: 1.0
S alary Range: $60,022 - $69,608
E ssential Functions and Objectives:
S upports individuals, teams and/or departments through facilitating and regulating a series of activities and work streams. Carries out specific tasks based on established procedures, to ensure a broader set of priorities and objectives are met. Primary focus on execution of assigned tasks in a specific area of responsibility, with a non-technical scope and a high degree of customer service.
P rovides direct assistance to the Superintendent’s Chief of Staff/Deputy Chief of Staff and Senior Leadership Teams. Assists in the preparation of reports, financial analysis, and other data for the Board of Education by the Superintendent/Deputy Chief of Staff. Provides backup support to Executive Administrative Assistant to the Superintendent in assisting with escalated parental/community concerns and related office budgets.
- Provides executive assistance and support to the Deputy/Chief of Staff; prioritizes incoming information and serves as a clearinghouse for requests, resources, meetings, and correspondence.
- Assists with planning and preparing reports, memoranda and information for the Board; develops systems to ensure timely development and completion of Board of Education agendas and presentations.
- Researches, collects, secures, and compiles data, records, information, and materials, ensuring completeness of all documents to be distributed or received; under direction, prepares reports, surveys, and other materials for the Superintendent, Cabinet members, and District stakeholders.
- Coordinates the office day-to-day communication and ensures that all personnel and departments are informed of pressing issues; may act as a gatekeeper in the transfer of knowledge and dissemination of information.
- Provides assistance with parental/community concerns, questions, and calls, screening calls and referring appropriately; answers inquiries and offers assistance; anticipates problems and conflicts and helps develop productive solutions.
- Supports the research, updating, and monitoring of several annual budgets for the office; performs reconciliatory and other duties related to the office budget, purchase card accounts, Integrated Financial Systems, bookkeeping and petty cash account; participates in developing the budgets.
- Works with staff in emergency situations; remains available during off-hours for emergency situations.
- Maintains confidentiality and serves as liaison between members of the office; maintains accurate and current records of Board and Superintendent policies, laws, and safety procedures.
- Coordinates work flow and schedules of the office and makes recommendations regarding office efficiency to the Deputy/Chief of Staff Superintendent.
- Provides backup assistance for the Board, Deputy/Chief of Staff, Superintendent and various consultants on key projects.
K nowledge, Experience & Other Qualifications:
- Seven (7) or more years of secretarial and administrative assistant experience.
- Minimum of two (2) to three (3) years of experience assisting the senior executive of an organization.
- Previous collaborative experience with Board and Cabinet members preferred.
- Advanced experience and proficiency with Microsoft Office products and Google Suite.
- Strong leadership, organizational, interpersonal, time management, problem solving, and multi-tasking skills.
- Advanced verbal and written communication, report preparation, and presentation skills.
- Strong attention to detail.
- Effectively handles multiple demands and competing deadlines.
- The ability to take responsibility for one’s own performance.
- Ability to communicate, interact, and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
- High degree of integrity in handling confidential information.
- Ability to champion the District's vision of educational advancement of its students as well as its strategic plan and goals.
- Ability to promote and follow all applicable policies, Superintendent direction, and department procedures.
- Advanced knowledge of accounting, budgeting systems, and strong math aptitude.
- Willingness to contribute to cultural diversity for educational enrichment.
- Bilingual skills in Spanish preferred.
E ducation Requirements:
- Bachelor's Degree in Business Administration required.
A dditional Information:
- Work Year Calendars (including accrued time off): http://thecommons.dpsk12.org/Page/1129
- Benefits (including DPS contributions): http://thecommons.dpsk12.org/Page/1397
- Compensation Structures: http://thecommons.dpsk12.org/Page/244
- Employee must live and work with a permanent home address in Colorado while working for Denver Public Schools.
Dec 12, 2022
Full time
Please apply directly to the DPS website:
https://ltmwebprod01.dpsk12.org/ltmprod/xmlhttp/shorturl.do?key=EWB
OFFICE OF CHIEF OF STAFF
Traditional 235 work days
F TE: 1.0
S alary Range: $60,022 - $69,608
E ssential Functions and Objectives:
S upports individuals, teams and/or departments through facilitating and regulating a series of activities and work streams. Carries out specific tasks based on established procedures, to ensure a broader set of priorities and objectives are met. Primary focus on execution of assigned tasks in a specific area of responsibility, with a non-technical scope and a high degree of customer service.
P rovides direct assistance to the Superintendent’s Chief of Staff/Deputy Chief of Staff and Senior Leadership Teams. Assists in the preparation of reports, financial analysis, and other data for the Board of Education by the Superintendent/Deputy Chief of Staff. Provides backup support to Executive Administrative Assistant to the Superintendent in assisting with escalated parental/community concerns and related office budgets.
- Provides executive assistance and support to the Deputy/Chief of Staff; prioritizes incoming information and serves as a clearinghouse for requests, resources, meetings, and correspondence.
- Assists with planning and preparing reports, memoranda and information for the Board; develops systems to ensure timely development and completion of Board of Education agendas and presentations.
- Researches, collects, secures, and compiles data, records, information, and materials, ensuring completeness of all documents to be distributed or received; under direction, prepares reports, surveys, and other materials for the Superintendent, Cabinet members, and District stakeholders.
- Coordinates the office day-to-day communication and ensures that all personnel and departments are informed of pressing issues; may act as a gatekeeper in the transfer of knowledge and dissemination of information.
- Provides assistance with parental/community concerns, questions, and calls, screening calls and referring appropriately; answers inquiries and offers assistance; anticipates problems and conflicts and helps develop productive solutions.
- Supports the research, updating, and monitoring of several annual budgets for the office; performs reconciliatory and other duties related to the office budget, purchase card accounts, Integrated Financial Systems, bookkeeping and petty cash account; participates in developing the budgets.
- Works with staff in emergency situations; remains available during off-hours for emergency situations.
- Maintains confidentiality and serves as liaison between members of the office; maintains accurate and current records of Board and Superintendent policies, laws, and safety procedures.
- Coordinates work flow and schedules of the office and makes recommendations regarding office efficiency to the Deputy/Chief of Staff Superintendent.
- Provides backup assistance for the Board, Deputy/Chief of Staff, Superintendent and various consultants on key projects.
K nowledge, Experience & Other Qualifications:
- Seven (7) or more years of secretarial and administrative assistant experience.
- Minimum of two (2) to three (3) years of experience assisting the senior executive of an organization.
- Previous collaborative experience with Board and Cabinet members preferred.
- Advanced experience and proficiency with Microsoft Office products and Google Suite.
- Strong leadership, organizational, interpersonal, time management, problem solving, and multi-tasking skills.
- Advanced verbal and written communication, report preparation, and presentation skills.
- Strong attention to detail.
- Effectively handles multiple demands and competing deadlines.
- The ability to take responsibility for one’s own performance.
- Ability to communicate, interact, and work effectively and cooperatively with all people, including those from diverse ethnic and educational backgrounds.
- High degree of integrity in handling confidential information.
- Ability to champion the District's vision of educational advancement of its students as well as its strategic plan and goals.
- Ability to promote and follow all applicable policies, Superintendent direction, and department procedures.
- Advanced knowledge of accounting, budgeting systems, and strong math aptitude.
- Willingness to contribute to cultural diversity for educational enrichment.
- Bilingual skills in Spanish preferred.
E ducation Requirements:
- Bachelor's Degree in Business Administration required.
A dditional Information:
- Work Year Calendars (including accrued time off): http://thecommons.dpsk12.org/Page/1129
- Benefits (including DPS contributions): http://thecommons.dpsk12.org/Page/1397
- Compensation Structures: http://thecommons.dpsk12.org/Page/244
- Employee must live and work with a permanent home address in Colorado while working for Denver Public Schools.
King County Department of Local Services, Permitting Division
Renton, WA
SUMMARY:
The Department of Local Services, Permitting Division is seeking an Executive Assistant who will directly support the Permitting Director and Deputy Director in their leadership of the Division. This position requires a high level of discretion due to frequent exposure to sensitive and confidential issues and communications. The selected candidate will perform complex administrative support and organizational coordination functions.
The selected candidate is expected to learn and maintain knowledge of division projects and implement projects at the direction of the Director and Deputy Director, to problem-solve for division-wide issues; to keep the Division Director and Deputy Director apprised of current and potential challenges; to manage and prioritize numerous incoming requests with skill, including those from departmental leadership; and to maintain strict confidentiality. With excellent communication skills, the selected candidate will frequently convey instructions to senior staff on projects in coordination with the Division Director and Deputy Director and ensure follow-through of those instructions. Strong people skills and high attention to detail and accuracy is required.
The incumbent should be committed to working with diverse populations throughout King County to provide excellent customer service to a broad range of cultures, in accordance with the King County Equity and Social Justice Ordinance and the King County Strategic Plan. The position supports and advances the Permitting Division’s values for fair and culturally competent service delivery, innovative, effective and efficient application of resources, building a culture of continuous improvement and expanding opportunities to seek input, listen and respond to residents.
JOB DUTIES:
To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:
Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.
Provide wide variety of daily support to Division Director, Deputy Director, and senior leadership staff to accomplish their duties and responsibilities in the leadership of the division.
Provide technical expertise to the Division Director, Deputy Director, and senior staff.
Support program development for the Division, in coordination with Division Director and Deputy Director.
Assist Division Director, Deputy Director, and Senior Staff with responses to elected officials, community groups and the general public.
Take meeting notes at a wide variety of meetings and track action items and progress.
Compose, draft, summarize, prepare, proofread, edit documents, memos, contracts, letters and/or reports for the Division Director, Deputy Director, Chief Financial Officer, HR Manager and Product Line Managers to ensure they conform to established procedures, and high customer service standards.
Maintain the calendar schedule for the Division Director and Deputy Director.
Develop, implement and evaluate methods for monitoring existing and new administrative systems to support work activities at the division level.
Business System Administration: support for user licenses, accounts, access to enterprise applications, use of system reporting tools, vendor relations and contract administration.
Convey directions and instructions to senior staff on project basis. Furnish explanations, when necessary. Advise staff of the Director’s and Deputy Director’s preference and requirements. Provide regular reminders to staff and maintain a detail tracking system to ensure deadlines are met.
Organize, update and maintain the hard copy and electronic files using various software and systems including SharePoint.
Other duties as assigned.
EXPERIENCE, QUALIFICATIONS, KNOWLEDGE, SKILLS:
The ideal candidate will have the following:
Demonstrated experience providing primary administrative support to one or more senior leaders in a business or government setting.
Excellent communication skills, both oral and written, including understanding and executing complex verbal and written instructions.
Excellent organizational skills, requiring ability to prioritize and effectively manage numerous ongoing, emerging projects, and requests daily while meeting deadlines.
Excellent interpersonal skills, including considering and responding appropriately to the needs, feelings, concerns and capabilities of a wide diversity of people in different situations. Ability to be tactful, compassionate and sensitive, and treat others with respect.
Strong skillset in providing direction to others and following through on project milestones and deliverables.
Strong familiarity with principles of equity and social justice and ability to apply equity and social justice principles in the workplace.
Excellent problem-solving capabilities, including problems of a complex and sensitive nature regarding staff and organizational function, as well as problems of a technical nature.
Experience managing highly confidential, and sensitive issues effectively and with integrity
Ability to prioritize workload, work efficiently and calmly under pressure with tight turn-around times and every-changing priorities; juggle and track multiple assignments, and meet deadlines.
Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
Experience in business system administration
Have intermediate to expert-level skills with technology tools: Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
Our most competitive candidate will also have:
Proficiency with Microsoft Office suite of products, including as a SharePoint user and/or SharePoint site administrator
Familiarity with business intelligence tools such as Power BI
Experience in business system administration
Experience with PeopleSoft, DocuSign, Visio, Teams
SUPPLEMENTAL INFORMATION:
Those applicants who pass the initial screening will be invited to interview the week of October 3, 2022.
If you are selected as a finalist, you will be asked to come back the week of October 17, 2022, for a second interview.
This recruitment may be used to fill vacancies for up to 6 months. Including appointed, special duty assignments, STT and TLT opportunities.
WHO MAY APPLY: This position is open to all qualified applicants. WORK SCHEDULE: The work week is normally Monday through Friday, 7:00 a.m. to 3:30 p.m., but may at times require work outside of normal business hours. This full-time position is overtime eligible. FORMS AND MATERIALS: An online employment application, resume, and a cover letter (no more than 2 pages) summarizing how you meet the experience, qualifications, knowledge and skills for the job are required. SELECTION PROCESS: Applicants will be screened for clarity, completeness, and competitiveness. The most competitive candidates may be invited to participate in one or more interviews. Interviews will be conducted via Teams. Reference checks and file reviews will be conducted.
UNION MEMBERSHIP: Non-represented
For more information regarding this recruitment, please contact: Vivienne Swai Human Resources Analyst 206-477-1538 vswai@kingcounty.gov Covid-19 Vaccination Requirement King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter. As a condition of employment, prior to a final offer of employment, you will be required to: • submit proof of vaccination or • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation. People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC). The Executive Branch includes employees in the Executive branch, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office.
Teleworking Requirement The work associated with this position will be performed by teleworking; complemented with onsite work and meetings as needed. The responsibilities of this position may include regular and ongoing in-office work involving in person customer service in accordance with the division's available customer service options.
Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations . King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
King County has a robust collection of tools and resources to support working remotely.
The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
ABOUT THE DEPARTMENT
King County is the local service provider for the roughly quarter-million people who live in the unincorporated areas of the county. Taken together, the population in unincorporated King County would be the second-largest city in the state. The Department of Local Services includes a Director's Office and the Road Services and Permitting Divisions. The Director’s Office includes a robust Community Service Area group focused on identifying and responding to the needs of urban and rural unincorporated King County residents and businesses. The department provides a single executive point of accountability for delivery of local services to all the unincorporated areas.
Forbes recently named King County as one of Washington State's best employers. Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our " True North ", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans. King County is an Equal Employment Opportunity (EEO) Employer No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation. To Apply If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact your recruiter listed on this job announcement.
Sep 13, 2022
Full time
SUMMARY:
The Department of Local Services, Permitting Division is seeking an Executive Assistant who will directly support the Permitting Director and Deputy Director in their leadership of the Division. This position requires a high level of discretion due to frequent exposure to sensitive and confidential issues and communications. The selected candidate will perform complex administrative support and organizational coordination functions.
The selected candidate is expected to learn and maintain knowledge of division projects and implement projects at the direction of the Director and Deputy Director, to problem-solve for division-wide issues; to keep the Division Director and Deputy Director apprised of current and potential challenges; to manage and prioritize numerous incoming requests with skill, including those from departmental leadership; and to maintain strict confidentiality. With excellent communication skills, the selected candidate will frequently convey instructions to senior staff on projects in coordination with the Division Director and Deputy Director and ensure follow-through of those instructions. Strong people skills and high attention to detail and accuracy is required.
The incumbent should be committed to working with diverse populations throughout King County to provide excellent customer service to a broad range of cultures, in accordance with the King County Equity and Social Justice Ordinance and the King County Strategic Plan. The position supports and advances the Permitting Division’s values for fair and culturally competent service delivery, innovative, effective and efficient application of resources, building a culture of continuous improvement and expanding opportunities to seek input, listen and respond to residents.
JOB DUTIES:
To be considered for this opportunity, you must at a minimum, demonstrate knowledge, skill and ability to:
Applying equity and social justice principles is a daily responsibility and a foundational expectation for all King County employees. In this role, you will apply equity and social justice principles that exemplify shared values, behaviors, and practices to all aspects of the work.
Provide wide variety of daily support to Division Director, Deputy Director, and senior leadership staff to accomplish their duties and responsibilities in the leadership of the division.
Provide technical expertise to the Division Director, Deputy Director, and senior staff.
Support program development for the Division, in coordination with Division Director and Deputy Director.
Assist Division Director, Deputy Director, and Senior Staff with responses to elected officials, community groups and the general public.
Take meeting notes at a wide variety of meetings and track action items and progress.
Compose, draft, summarize, prepare, proofread, edit documents, memos, contracts, letters and/or reports for the Division Director, Deputy Director, Chief Financial Officer, HR Manager and Product Line Managers to ensure they conform to established procedures, and high customer service standards.
Maintain the calendar schedule for the Division Director and Deputy Director.
Develop, implement and evaluate methods for monitoring existing and new administrative systems to support work activities at the division level.
Business System Administration: support for user licenses, accounts, access to enterprise applications, use of system reporting tools, vendor relations and contract administration.
Convey directions and instructions to senior staff on project basis. Furnish explanations, when necessary. Advise staff of the Director’s and Deputy Director’s preference and requirements. Provide regular reminders to staff and maintain a detail tracking system to ensure deadlines are met.
Organize, update and maintain the hard copy and electronic files using various software and systems including SharePoint.
Other duties as assigned.
EXPERIENCE, QUALIFICATIONS, KNOWLEDGE, SKILLS:
The ideal candidate will have the following:
Demonstrated experience providing primary administrative support to one or more senior leaders in a business or government setting.
Excellent communication skills, both oral and written, including understanding and executing complex verbal and written instructions.
Excellent organizational skills, requiring ability to prioritize and effectively manage numerous ongoing, emerging projects, and requests daily while meeting deadlines.
Excellent interpersonal skills, including considering and responding appropriately to the needs, feelings, concerns and capabilities of a wide diversity of people in different situations. Ability to be tactful, compassionate and sensitive, and treat others with respect.
Strong skillset in providing direction to others and following through on project milestones and deliverables.
Strong familiarity with principles of equity and social justice and ability to apply equity and social justice principles in the workplace.
Excellent problem-solving capabilities, including problems of a complex and sensitive nature regarding staff and organizational function, as well as problems of a technical nature.
Experience managing highly confidential, and sensitive issues effectively and with integrity
Ability to prioritize workload, work efficiently and calmly under pressure with tight turn-around times and every-changing priorities; juggle and track multiple assignments, and meet deadlines.
Knowledge and ability to apply proper grammar, punctuation, and sentence structure to documents.
Experience in business system administration
Have intermediate to expert-level skills with technology tools: Word, Excel, PowerPoint, Outlook, Teams and SharePoint.
Our most competitive candidate will also have:
Proficiency with Microsoft Office suite of products, including as a SharePoint user and/or SharePoint site administrator
Familiarity with business intelligence tools such as Power BI
Experience in business system administration
Experience with PeopleSoft, DocuSign, Visio, Teams
SUPPLEMENTAL INFORMATION:
Those applicants who pass the initial screening will be invited to interview the week of October 3, 2022.
If you are selected as a finalist, you will be asked to come back the week of October 17, 2022, for a second interview.
This recruitment may be used to fill vacancies for up to 6 months. Including appointed, special duty assignments, STT and TLT opportunities.
WHO MAY APPLY: This position is open to all qualified applicants. WORK SCHEDULE: The work week is normally Monday through Friday, 7:00 a.m. to 3:30 p.m., but may at times require work outside of normal business hours. This full-time position is overtime eligible. FORMS AND MATERIALS: An online employment application, resume, and a cover letter (no more than 2 pages) summarizing how you meet the experience, qualifications, knowledge and skills for the job are required. SELECTION PROCESS: Applicants will be screened for clarity, completeness, and competitiveness. The most competitive candidates may be invited to participate in one or more interviews. Interviews will be conducted via Teams. Reference checks and file reviews will be conducted.
UNION MEMBERSHIP: Non-represented
For more information regarding this recruitment, please contact: Vivienne Swai Human Resources Analyst 206-477-1538 vswai@kingcounty.gov Covid-19 Vaccination Requirement King County Executive Branch employees are required to be fully vaccinated against COVID-19. If you are the successful candidate for the position you applied for, the County will send you a conditional offer letter. As a condition of employment, prior to a final offer of employment, you will be required to: • submit proof of vaccination or • have an approved request for medical or religious exemption and an approved accommodation. Philosophical, political, scientific, or sociological objections to vaccination will not be considered for an exemption or accommodation. People are considered fully vaccinated against COVID-19 two weeks after receiving the final dose of a vaccination approved by the Center for Disease Control and Prevention (CDC). The Executive Branch includes employees in the Executive branch, the Assessor’s Office, Elections, the King County Sheriff’s Office, and the Executive Office.
Teleworking Requirement The work associated with this position will be performed by teleworking; complemented with onsite work and meetings as needed. The responsibilities of this position may include regular and ongoing in-office work involving in person customer service in accordance with the division's available customer service options.
Employees will have access to shared workspaces at various King County facilities. Employees must reside in Washington state and within a reasonable distance to their King County worksite to respond to workplace reporting requirements.
Employees will be provided with a County issued laptop and must maintain a workspace with an internet connection (access may be supplemented in some situations) where they can reliably perform work and remain available and responsive during scheduled work hours. Please note that when an employee conducts work that is likely to bring them in contact with another individual, safety precautions are required, including the wearing of masks in some situations . King County is doing its part to reduce the spread of COVID-19 and remains committed to reducing our carbon footprint.
King County has a robust collection of tools and resources to support working remotely.
The individual selected for this opportunity will be joining an innovative and progressive team that is redefining how we work as we transition to the department's hybrid environment.
ABOUT THE DEPARTMENT
King County is the local service provider for the roughly quarter-million people who live in the unincorporated areas of the county. Taken together, the population in unincorporated King County would be the second-largest city in the state. The Department of Local Services includes a Director's Office and the Road Services and Permitting Divisions. The Director’s Office includes a robust Community Service Area group focused on identifying and responding to the needs of urban and rural unincorporated King County residents and businesses. The department provides a single executive point of accountability for delivery of local services to all the unincorporated areas.
Forbes recently named King County as one of Washington State's best employers. Together, with leadership and our employees, we're changing the way government delivers service and winning national recognition as a model of excellence. Are you ready to make a difference? Come join the team dedicated to serving one of the nation's best places to live, work and play.
Guided by our " True North ", we are making King County a welcoming community where every person can thrive. We value diversity, inclusion and belonging in our workplace and workforce. To reach this goal we are committed to workforce equity. Equitable recruiting, support, and retention is how we will obtain the highest quality workforce in our region; a workforce that shares and will help advance our guiding principles--we are one team; we solve problems; we focus on the customer; we drive for results; we are racially just; we respect all people; we lead the way; and we are responsible stewards. We encourage people of all backgrounds and identities to apply, including Native American and people of color, immigrants, refugees, women, LGBTQ+, people living with disabilities, and veterans. King County is an Equal Employment Opportunity (EEO) Employer No person is unlawfully excluded from employment opportunities based on race, color, religion, national origin, sex (including gender identity, sexual orientation and pregnancy), age, genetic information, disability, veteran status, or other protected class. Our EEO policy applies to all employment actions, including but not limited to recruitment, hiring, selection for training, promotion, transfer, demotion, layoff, termination, rates of pay or other forms of compensation. To Apply If you are interested in pursuing this position, please follow the application instructions carefully. If you need this announcement in an alternate language or format, would like to request accommodation or assistance in the application or assessment process or if you have questions, please contact your recruiter listed on this job announcement.
MIT Blueprint Labs seeks an Assistant Director to lead its workforce and automation research portfolio. Blueprint Labs is an initiative at MIT that uses data and economics to uncover the consequences of policy decisions and improve society. Our scholars apply their unique expertise to pressing problems in education, healthcare, and the workforce. Our workforce initiatives currently focus on studying labor market inequalities and the impacts of automation on employment, productivity, and innovation (see previous work ). These projects have been covered by The New York Times , NPR Planet Money , The Economist , WGBH , and other national outlets.
The Assistant Director will work with Blueprint Co-director David Autor and Faculty Affiliate Daron Acemoglu to scale activities related to completing research, hiring, fundraising, reporting, and collaborating across MIT and with other universities. The Assistant Director will act as the day-to-day manager to Blueprint’s full-time staff of five research fellows and oversee its part-time undergraduate and graduate student researchers.
This is a highly independent position that works with other Blueprint staff, collaborators across MIT, the National Bureau of Economic Research (NBER), nonprofit and government organizations, and at affiliated universities.
The Assistant Director will receive a full-time, one-year appointment that is renewable annually (contingent on funding). An employment term of 3 years or longer is strongly preferred. The starting annual salary range is between $79,500-131,000, calculated based on experience.
Principal Duties and Responsibilities (Essential Functions**) :
1. Hiring, onboarding, and management: (30%)
Recruit and hire for research fellowship and support positions, including graduate RAs and post-docs. Work with Blueprint staff to draft and post new positions. Review resumes and conduct interviews
Onboard and support staff, conduct regular check-ins, provide feedback and resources for professional development
Meet regularly with senior faculty to determine project needs and provide support or new resources
Develop recommendations for operations and process improvements. Implements new systems to increase team efficiency and performance
Contribute to Blueprint’s collaborative and supportive team culture by organizing events and opportunities to recognize employee performance
2. Financial reporting and contracts: (20%)
Manage financial accounts, which includes gifts and grants. Analyze past expenses and forecast future spending. Allocate staff and spending to accounts and ensure funds are properly spent according to MIT and contract guidelines.
Facilitate contracts, data agreements, and memorandums of understanding between MIT or NBER and partners such government organizations and private companies. Duties include drafting agreements and negotiating terms with outside partners in conjunction with contract administrators
Interprets, implements, and ensures compliance with MIT policies and external guidelines around gifts, grants, and data agreements.
Ensure administrative processes run smoothly and effectively, documenting best practices and streamlining as needed
3. Communications: (20%)
Develop and implement a strategic plan for Blueprint’s workforce communications activities, including through events, media, and online presence
Summarize the research conducted and communicate the work to outside parties
Partner with external organizations and universities to organize regular research seminars, webinars, and an annual conference
Work with third parties to create a new website for workforce initiatives. Supervise branding process and web development for timely completion.
4. Physical space (20%)
Oversee the acquisition, renovation, and management of new office space on campus
5. Fundraising: (5%)
Compile, write, and submit financial and narrative reports to funders, including no cost extensions, adhering to reporting guidelines and requirements.
Liaise with stakeholders, including grant sponsors and prospective funders.
Seek new funding and prepare grant proposals in coordination with research team and grant administrators
Contributes to strategic planning and brainstorms new methods of funding
6. Research management (5%)
Maintaining servers in collaboration with MIT IT to ensure adequate storage and processing speed
Obtaining clearance for the use of sensitive data.
Onboarding research fellows to the secure data room at NBER.
Keeping track of DUA contracts and IRB protocols to ensure research compliance.
Other duties as needed or required.
Supervision Received:
This position reports to the Blueprint Executive Director. The Assistant Director will work closely with Faculty Co-Director David Autor and affiliate Daron Acemoglu, and in coordination with administrative leadership at MIT, specifically the Department of Economics, Foundation Relations, Research Administration Services, as well as NBER. This position receives minimal supervision.
Supervision Exercised:
Recruit, mentor and supervise 5 Blueprint fellows; oversee 2-3 graduate-level research assistants and 1-2 part-time undergraduate research assistants.
Qualifications & Skills:
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:
Bachelor’s degree in a related field
Minimum four years of administration or operations experience and/or project/program management.
Candidates should have strong analytical, management, leadership, communications, writing, and presentation skills. Demonstrate confidence in communicating with executives and the public and exhibit professionalism and discretion.
Candidates should be strategic thinkers. Should be able to handle multiple projects at once, push forward external stakeholders, meet deadlines, and effectively manage time. Be comfortable working in a high-volume, fast-paced environment.
PREFERRED EDUCATION AND EXPERIENCE:
A Master’s degree in public policy, political science, economics, or a related field
Experience in an academic research setting, non-profit financial management, and high-level fundraising.
Experience with organizational operations duties, including hiring, budgeting and data management.
Advanced understanding of MIT practices, policies, and operating norms; as well as experience with SAPgui, Kuali Coeus, and Atlas.
Applications should be submitted via the MIT hiring site . This is job #21369.
Jun 08, 2022
Full time
MIT Blueprint Labs seeks an Assistant Director to lead its workforce and automation research portfolio. Blueprint Labs is an initiative at MIT that uses data and economics to uncover the consequences of policy decisions and improve society. Our scholars apply their unique expertise to pressing problems in education, healthcare, and the workforce. Our workforce initiatives currently focus on studying labor market inequalities and the impacts of automation on employment, productivity, and innovation (see previous work ). These projects have been covered by The New York Times , NPR Planet Money , The Economist , WGBH , and other national outlets.
The Assistant Director will work with Blueprint Co-director David Autor and Faculty Affiliate Daron Acemoglu to scale activities related to completing research, hiring, fundraising, reporting, and collaborating across MIT and with other universities. The Assistant Director will act as the day-to-day manager to Blueprint’s full-time staff of five research fellows and oversee its part-time undergraduate and graduate student researchers.
This is a highly independent position that works with other Blueprint staff, collaborators across MIT, the National Bureau of Economic Research (NBER), nonprofit and government organizations, and at affiliated universities.
The Assistant Director will receive a full-time, one-year appointment that is renewable annually (contingent on funding). An employment term of 3 years or longer is strongly preferred. The starting annual salary range is between $79,500-131,000, calculated based on experience.
Principal Duties and Responsibilities (Essential Functions**) :
1. Hiring, onboarding, and management: (30%)
Recruit and hire for research fellowship and support positions, including graduate RAs and post-docs. Work with Blueprint staff to draft and post new positions. Review resumes and conduct interviews
Onboard and support staff, conduct regular check-ins, provide feedback and resources for professional development
Meet regularly with senior faculty to determine project needs and provide support or new resources
Develop recommendations for operations and process improvements. Implements new systems to increase team efficiency and performance
Contribute to Blueprint’s collaborative and supportive team culture by organizing events and opportunities to recognize employee performance
2. Financial reporting and contracts: (20%)
Manage financial accounts, which includes gifts and grants. Analyze past expenses and forecast future spending. Allocate staff and spending to accounts and ensure funds are properly spent according to MIT and contract guidelines.
Facilitate contracts, data agreements, and memorandums of understanding between MIT or NBER and partners such government organizations and private companies. Duties include drafting agreements and negotiating terms with outside partners in conjunction with contract administrators
Interprets, implements, and ensures compliance with MIT policies and external guidelines around gifts, grants, and data agreements.
Ensure administrative processes run smoothly and effectively, documenting best practices and streamlining as needed
3. Communications: (20%)
Develop and implement a strategic plan for Blueprint’s workforce communications activities, including through events, media, and online presence
Summarize the research conducted and communicate the work to outside parties
Partner with external organizations and universities to organize regular research seminars, webinars, and an annual conference
Work with third parties to create a new website for workforce initiatives. Supervise branding process and web development for timely completion.
4. Physical space (20%)
Oversee the acquisition, renovation, and management of new office space on campus
5. Fundraising: (5%)
Compile, write, and submit financial and narrative reports to funders, including no cost extensions, adhering to reporting guidelines and requirements.
Liaise with stakeholders, including grant sponsors and prospective funders.
Seek new funding and prepare grant proposals in coordination with research team and grant administrators
Contributes to strategic planning and brainstorms new methods of funding
6. Research management (5%)
Maintaining servers in collaboration with MIT IT to ensure adequate storage and processing speed
Obtaining clearance for the use of sensitive data.
Onboarding research fellows to the secure data room at NBER.
Keeping track of DUA contracts and IRB protocols to ensure research compliance.
Other duties as needed or required.
Supervision Received:
This position reports to the Blueprint Executive Director. The Assistant Director will work closely with Faculty Co-Director David Autor and affiliate Daron Acemoglu, and in coordination with administrative leadership at MIT, specifically the Department of Economics, Foundation Relations, Research Administration Services, as well as NBER. This position receives minimal supervision.
Supervision Exercised:
Recruit, mentor and supervise 5 Blueprint fellows; oversee 2-3 graduate-level research assistants and 1-2 part-time undergraduate research assistants.
Qualifications & Skills:
MINIMUM REQUIRED EDUCATION AND EXPERIENCE:
Bachelor’s degree in a related field
Minimum four years of administration or operations experience and/or project/program management.
Candidates should have strong analytical, management, leadership, communications, writing, and presentation skills. Demonstrate confidence in communicating with executives and the public and exhibit professionalism and discretion.
Candidates should be strategic thinkers. Should be able to handle multiple projects at once, push forward external stakeholders, meet deadlines, and effectively manage time. Be comfortable working in a high-volume, fast-paced environment.
PREFERRED EDUCATION AND EXPERIENCE:
A Master’s degree in public policy, political science, economics, or a related field
Experience in an academic research setting, non-profit financial management, and high-level fundraising.
Experience with organizational operations duties, including hiring, budgeting and data management.
Advanced understanding of MIT practices, policies, and operating norms; as well as experience with SAPgui, Kuali Coeus, and Atlas.
Applications should be submitted via the MIT hiring site . This is job #21369.
This is entry to mid-level professional work within the Division of Administrative Support's Accounting Program in the interpretation and application of established accounting procedures and regulations. This position is a lead for the team working with staff across the Department in the area Accounts Payable and Accounts Receivable.What you'll do:- Review, apply approval, and resolve errors in payment documents in the state's accounting system (SAM II).- Enter and approve journal vouchers for payment corrections.- Monitor transactions to ensure required codes are used appropriately.- Process daily cash receipts and prepare daily deposits for delivery to the Department of Revenue.- Assist with the maintenance of systems including user access or coding changes.- Use Microsoft Excel functions to manipulate and analyze data to resolve questions.- Create, modify, and run queries to gather data for reporting purposes using Access, Crystal Reports or other query tools.- Participate in the review and update of policies and procedures.- Assist with preparation of reports for management using data analysis on coding anomalies.- Investigate and resolve financial discrepancies.- Provide backup to Fixed Asset Coordinator, ensuring fixed assets, including construction in progress are accurately recorded and reconciled
Apply Here
PI163988255
Feb 16, 2022
Full time
This is entry to mid-level professional work within the Division of Administrative Support's Accounting Program in the interpretation and application of established accounting procedures and regulations. This position is a lead for the team working with staff across the Department in the area Accounts Payable and Accounts Receivable.What you'll do:- Review, apply approval, and resolve errors in payment documents in the state's accounting system (SAM II).- Enter and approve journal vouchers for payment corrections.- Monitor transactions to ensure required codes are used appropriately.- Process daily cash receipts and prepare daily deposits for delivery to the Department of Revenue.- Assist with the maintenance of systems including user access or coding changes.- Use Microsoft Excel functions to manipulate and analyze data to resolve questions.- Create, modify, and run queries to gather data for reporting purposes using Access, Crystal Reports or other query tools.- Participate in the review and update of policies and procedures.- Assist with preparation of reports for management using data analysis on coding anomalies.- Investigate and resolve financial discrepancies.- Provide backup to Fixed Asset Coordinator, ensuring fixed assets, including construction in progress are accurately recorded and reconciled
Apply Here
PI163988255
Harvard University
Cambridge, Massachusetts, United States, 02138
Job Summary Manage finance, accounting, and budget or other functional operations such as accounts payable or receivable, payroll, procurement, capital projects, endowment funding, or sponsored/non-sponsored research. Job Code F0857M Financial Admin Ops Mgt III Job-Specific Responsibilities Working closely with the Assistant Director of Finance the Financial Operations Manager will directly supervise and oversee the accounts payable team and activities for effective staff management, training and workflow and performance management. In addition, this role will be expected to perform ad hoc financial analysis and reporting across a range of financial support activities including asset management and capital spending reviews reporting to both the Senior Director of Financial Administration & Planning, and the Associate Dean of Finance. Specific responsibilities include: Accounts Payable Management:
Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment
Manage Accounts Payable operations, conduct internal and external audits, and triage problems and provide resolution for AP, Cash Management, Travel and non-employee reimbursements per University guidance.
Assistance to Faculty, Staff and Students Related to Financial Policies, Reporting and Processing:
Serve as a resource for departments on transactional inquires by providing financial and technical assistance to staff/faculty and/or students on various financial issues, including the interpretation of University policies and guidelines
Provide periodic ad-hoc report production and review of designated faculty core spending accounts
Transactional Processing and Review:
Managing the review, ensure financial compliance with University policies and procedures and approval of spending against unrestricted fund resources via B2P for purchases and non-employee reimbursements, ICQs, student and temp hires Processing of intra- and inter-tub accounting & journal entries
General reports for those who have limited security reporting access. Managing departmental recharges (rent, postage, MFD and other) ensuring quarterly accruals in accordance to internal controls and financial reporting.
Monthly Audit, Reconciliation Reporting and Compliance:
Commitments & Escheat reporting and review
Petty Cash Fund audits
Unreviewed PCard transactions
Monthly Asset Reconciliations
Financial Analysis:
Preparation of financial reports and analyses as requested in support of departmental/school activities and as aids to planning and decision making.
Special (ad hoc) analyses/projects for upper management to help inform decision making
Basic Qualifications
Bachelor's degree or equivalent work experience required
Minimum of 5 years' relevant work experience
Please Note once Harvard resumes regular operations this position will no longer be remote and work will be performed on campus in Cambridge MA. EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law. Apply Here
PI130968255
Feb 25, 2021
Full time
Job Summary Manage finance, accounting, and budget or other functional operations such as accounts payable or receivable, payroll, procurement, capital projects, endowment funding, or sponsored/non-sponsored research. Job Code F0857M Financial Admin Ops Mgt III Job-Specific Responsibilities Working closely with the Assistant Director of Finance the Financial Operations Manager will directly supervise and oversee the accounts payable team and activities for effective staff management, training and workflow and performance management. In addition, this role will be expected to perform ad hoc financial analysis and reporting across a range of financial support activities including asset management and capital spending reviews reporting to both the Senior Director of Financial Administration & Planning, and the Associate Dean of Finance. Specific responsibilities include: Accounts Payable Management:
Responsible for effective staff management, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment
Manage Accounts Payable operations, conduct internal and external audits, and triage problems and provide resolution for AP, Cash Management, Travel and non-employee reimbursements per University guidance.
Assistance to Faculty, Staff and Students Related to Financial Policies, Reporting and Processing:
Serve as a resource for departments on transactional inquires by providing financial and technical assistance to staff/faculty and/or students on various financial issues, including the interpretation of University policies and guidelines
Provide periodic ad-hoc report production and review of designated faculty core spending accounts
Transactional Processing and Review:
Managing the review, ensure financial compliance with University policies and procedures and approval of spending against unrestricted fund resources via B2P for purchases and non-employee reimbursements, ICQs, student and temp hires Processing of intra- and inter-tub accounting & journal entries
General reports for those who have limited security reporting access. Managing departmental recharges (rent, postage, MFD and other) ensuring quarterly accruals in accordance to internal controls and financial reporting.
Monthly Audit, Reconciliation Reporting and Compliance:
Commitments & Escheat reporting and review
Petty Cash Fund audits
Unreviewed PCard transactions
Monthly Asset Reconciliations
Financial Analysis:
Preparation of financial reports and analyses as requested in support of departmental/school activities and as aids to planning and decision making.
Special (ad hoc) analyses/projects for upper management to help inform decision making
Basic Qualifications
Bachelor's degree or equivalent work experience required
Minimum of 5 years' relevant work experience
Please Note once Harvard resumes regular operations this position will no longer be remote and work will be performed on campus in Cambridge MA. EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law. Apply Here
PI130968255
Job Description : HR/Operations Assistant Reports to : Human Resources Director Salary : $38,000-$45,000/year, generous benefits package Start date: ASAP Location : Madison, WI - currently working remotely until further notice
Application Deadline: September 4th, 2020 (Applications are considered on a rolling basis. Deadlines may be shortened or extended as necessary. There is no guarantee this posting will remain open until the deadline or be closed on the deadline. This is suggested timeframe based on organization needs.)
About the Democratic Party of Wisconsin: For the next four years, Wisconsin state politics will carry an unprecedented intensity and level of historical significance. Analysts agree Wisconsin is the state most likely to tip the Electoral College in the 2020 presidential election. And with redistricting on the horizon, the 2020 state legislative elections will shape the state and nation’s political future for a decade to come. And in 2022, the state will hold deeply competitive and consequential statewide elections, including for Governor, US Senator, and newly drawn legislative districts.
For the sake of the states's future - and the nation's - the Democratic Party of Wisconsin (DPW) seeks an intelligent, personable, organized, self-starting individuals to join our team.
The Opportunity: The Democratic Party of Wisconsin is seeking an Operations Assistant. The Operations Assistant will serve as an essential part of the state operations team, working closely with the Senior Operations Director and Operations Director to support the overall goals of the Democratic part of Wisconsin. The ideal applicant works well in fast-paced environments, can effectively communicate within our team and across departments, and has organizing or operations experience. This position requires some flexible hours and eagerness to assist on any task. This is a termed position through November 15, 2020.
Job Responsibilities:
• Assist with hiring process including recruitment, onboarding and offboarding • Help with operational tasks such as budgeting and purchasing • Assist the Accounts Payable and Receivable teams by monitoring and tracking invoices and contributions. • Navigate confidential and sensitive employee information • Assist in managing schedules of the HR Director, Operations Director, and Senior Operations Director. • Assist the HR Team with benefits administration, employee information tracking, and other general HR administrative tasks. • Support the operations/HR team with additional special projects as needed
Qualifications (Required):
• Ability to manage employee information sensitively and carefully. • Strong organization skills and attention to detail • Strong interpersonal skills, customer service attitude, and ability to communicate with people from many backgrounds • Proficient in GSuite tools (drive, sheets, docs, slides) • Flexible, adaptable, creative, and solutions-oriented • Ability to manage details and stay on top of multiple tasks, large and small, at once • Growth Mindset - ability to take and implement feedback. • Relentlessly Goal Oriented - enjoys working toward and achieving ambitious goals. Keeps calm in stressful situations. Has the capacity and willingness to work long hours during peak season, rolling up their sleeves and getting the work done. • Cultural Competency - able to build relationships and collaborate with colleagues, voters, and volunteers who identify as POCI and across lines of difference.
Qualifications (Preferred):
• Previous HR experience • Previous administrative experience
Benefits : Great benefits including health care, dental, life insurance, short term and long-term disability, cell phone stipend, mileage reimbursement, generous annual vacation time, sick days, and holiday time off.
Equity and Inclusion: The Democratic Party of Wisconsin has a vision for a deeply inclusive and diverse party organization, membership, and electorate. In order to be successful in this role, the candidate must have the cultural competence to successfully work with a diverse group of constituency groups. We especially strongly encourage applicants with close ties to Black, Latinx, Muslim, non-English-speaking, disability, and LGBTQ communities. The Democratic Party of Wisconsin is an Equal Opportunity Employer.
Aug 28, 2020
Full time
Job Description : HR/Operations Assistant Reports to : Human Resources Director Salary : $38,000-$45,000/year, generous benefits package Start date: ASAP Location : Madison, WI - currently working remotely until further notice
Application Deadline: September 4th, 2020 (Applications are considered on a rolling basis. Deadlines may be shortened or extended as necessary. There is no guarantee this posting will remain open until the deadline or be closed on the deadline. This is suggested timeframe based on organization needs.)
About the Democratic Party of Wisconsin: For the next four years, Wisconsin state politics will carry an unprecedented intensity and level of historical significance. Analysts agree Wisconsin is the state most likely to tip the Electoral College in the 2020 presidential election. And with redistricting on the horizon, the 2020 state legislative elections will shape the state and nation’s political future for a decade to come. And in 2022, the state will hold deeply competitive and consequential statewide elections, including for Governor, US Senator, and newly drawn legislative districts.
For the sake of the states's future - and the nation's - the Democratic Party of Wisconsin (DPW) seeks an intelligent, personable, organized, self-starting individuals to join our team.
The Opportunity: The Democratic Party of Wisconsin is seeking an Operations Assistant. The Operations Assistant will serve as an essential part of the state operations team, working closely with the Senior Operations Director and Operations Director to support the overall goals of the Democratic part of Wisconsin. The ideal applicant works well in fast-paced environments, can effectively communicate within our team and across departments, and has organizing or operations experience. This position requires some flexible hours and eagerness to assist on any task. This is a termed position through November 15, 2020.
Job Responsibilities:
• Assist with hiring process including recruitment, onboarding and offboarding • Help with operational tasks such as budgeting and purchasing • Assist the Accounts Payable and Receivable teams by monitoring and tracking invoices and contributions. • Navigate confidential and sensitive employee information • Assist in managing schedules of the HR Director, Operations Director, and Senior Operations Director. • Assist the HR Team with benefits administration, employee information tracking, and other general HR administrative tasks. • Support the operations/HR team with additional special projects as needed
Qualifications (Required):
• Ability to manage employee information sensitively and carefully. • Strong organization skills and attention to detail • Strong interpersonal skills, customer service attitude, and ability to communicate with people from many backgrounds • Proficient in GSuite tools (drive, sheets, docs, slides) • Flexible, adaptable, creative, and solutions-oriented • Ability to manage details and stay on top of multiple tasks, large and small, at once • Growth Mindset - ability to take and implement feedback. • Relentlessly Goal Oriented - enjoys working toward and achieving ambitious goals. Keeps calm in stressful situations. Has the capacity and willingness to work long hours during peak season, rolling up their sleeves and getting the work done. • Cultural Competency - able to build relationships and collaborate with colleagues, voters, and volunteers who identify as POCI and across lines of difference.
Qualifications (Preferred):
• Previous HR experience • Previous administrative experience
Benefits : Great benefits including health care, dental, life insurance, short term and long-term disability, cell phone stipend, mileage reimbursement, generous annual vacation time, sick days, and holiday time off.
Equity and Inclusion: The Democratic Party of Wisconsin has a vision for a deeply inclusive and diverse party organization, membership, and electorate. In order to be successful in this role, the candidate must have the cultural competence to successfully work with a diverse group of constituency groups. We especially strongly encourage applicants with close ties to Black, Latinx, Muslim, non-English-speaking, disability, and LGBTQ communities. The Democratic Party of Wisconsin is an Equal Opportunity Employer.