FLSA Status: Nonexempt
Months Per Year: 12
Hours Per Week: 37.5
Seattle University will be one of the most innovative and progressive Jesuit and Catholic universities in the world, educating with excellence at the undergraduate, graduate, and professional levels. We embrace an intersectional framework for defining diversity in its broadest sense, including differences in gender, gender identity, race, ethnicity, generational history, culture, socioeconomic class, religion, sexual orientation, national origin, citizenship status, political perspectives, geographic origin and physical ability. Seattle University strives to be a welcome, open and safe campus climate for all who learn, live and work at Seattle University.
Conference and Event Services ("CES") is responsible for the management and coordination of events and meeting and event spaces at Seattle University, and serves both internal and external clients. In addition to coordinating regular events, meetings, and workshops, CES coordinates programs (“summer conferences”) that utilize university residence halls in the summer months to house conferences, meetings, camps and other overnight programs.
As a member of an office-wide event support team in Conference and Event Services (“CES”) and as part of the division of the Executive Vice President of Seattle University, the Financial Coordinator requires active engagement in the University’s mission, vision and values. The position is responsible for CES bookkeeping functions: accounts payable and accounts receivable, deposits, revenue projections/revenue tracking, account reconciliations. The position also provides training for summer staffing and reconciles CES residence halls front desk operation financials in summer months. Throughout all financial operations, the Financial Coordinator ensures consistency, quality, efficiency, excellent customer service, and compliance with government regulations and tax laws, as well as University and CES policies and procedures.
ESSENTIAL JOB FUNCTIONS
Manages the CES budgets (Events, Conferences, and Pass-Through): reviews and reconciles monthly budget reports between CES and Seattle University general ledger; provides historical data and projections for budget development; oversees all financial recordkeeping and reconciliations.
Tracks, monitors and purchases office supplies inventory; assists with equipment procurement used for campus activities and events.
Manages Accounts Payable for CES, including: preparation of invoices for authorization, coordinating with CES staff to ascertain whether CES funds or a campus department’s funds will be paying; preparation of journal entries to move funds within the university accounting environment; and tracking which expenses will require client reimbursement. Prepares Purchase Requisitions when needed and follows process through material receipt and invoicing. Preforms monthly reconciliations to ensure university and department records match. Creates and maintains financial records to track actual as well as estimated expenses so that management can continually make budget and purchasing decisions. Creates and provides statistical reports as needed for the department management.
Manages Accounts Receivable for CES, including: preparation of invoices to send to programs; collection of funds from clients (deposits and payments); distribution of funds into deposit or revenue accounts; regular reconciliation of revenue accounts; running ageing reports, tracking payments, and following up with delinquent customers. Instructs and oversees CES staff on the collection of deposits from residence desk operations during periods when CES manages them (summer months); reviews deposits for accuracy and ensures appropriate records are kept, performs account distributions and recordkeeping for revenues.
Tracks and records customer reservations and deposits made through online registration programs and performs account distribution and recordkeeping for these funds. Reconciles revenue accounts monthly in academic year and weekly (or more frequent intervals as necessary) in summer months to ensure funds are appropriately distributed; updates and reconciles financial records as well as individual program and conference or event participant records.
Oversees creation of financial documents as needed, including invoices, statements, payments, deposits, and financial statements
ADDITIONAL RESPONSIBILITIES (10%):
Assists in the development of or revision of policies/procedures/guidelines and associated documents related to CES financial processes and general CES operations.
Provides training each year to new student team members in appropriate cash handling and financial recordkeeping.
Assists in establishing short- and long-term CES goals and objectives; sets priorities, and ensures established work standards and procedures comply with operational guidelines. Acts as the subject matter expert for all CES financial issues; investigates discrepancies and takes corrective action as necessary for resolution.
Serves on campus or departmental teams and/or committees as interest or need arises.
Associate's degree or technical training beyond high school plus two or more years bookkeeping or finance experience
an equivalent combination of education and experience sufficient to successfully preform the essential duties of the job.
Bachelor’s degree in Business, Accounting, Economics, or Finance plus three or more years' experience in bookkeeping or financial management.
Experience in a collegiate conference and events environment or higher education financial environment.
Benefits at a Glance
Consistent with its fundamental Jesuits value, Seattle University offers a wide range of benefits designed to care for the whole person. Choose from three different medical plans, a dental and vision insurance programs. Protect your income with life, short & long-term disability coverage, and plan for your future with a 5% employer contribution for retirement benefits. You may also take advantage of 100% tuition remission benefits for the employee and dependents, a subsidized transportation benefit, a wellness program with an onsite fitness facility, and a wide variety of campus events. Enjoy a generous holiday schedule, including a paid Christmas break closure, vacation and paid sick leave, and paid community service leave. For more information explore the Benefits website at: https://www.seattleu.edu/hr/benefits/
A résumé must be submitted with the application. A cover letter is recommended, especially in cases where there is not a clear alignment of previous experience with requested qualifications. Job postings are open until filled, unless otherwise specified.
To Apply https://apptrkr.com/2572003