Administrative Assistant, Financial Management

Position Details

Position Information

Position Title Administrative Assistant, Financial Management Non-Discrimination Statement

The University is committed to providing an educational, residential, and working environment that is free from harassment and discrimination. Members of the University community, applicants for employment or admissions, guests and visitors have the right to be free from harassment or discrimination based on race, color, creed, religion, ancestry, gender, sex, pregnancy and related conditions, sexual orientation, gender identity or expression, age, disability, genetic information, national origin, ethnicity, family responsibilities, marital status, veteran or military status, citizenship status, or any other status protected by applicable law.

Sexual harassment, including sexual violence, is a form of sex discrimination prohibited by Title IX of the Education Amendments of 1972. The University does not discriminate on the basis of sex in its educational, extracurricular, athletic, or other programs or in the context of employment.

The University will promptly address reports of discrimination under the University

Elizabeth M. Garcia

Title IX Coordinator

The Office of Equity and Diversity

Institute of Molecular Biology & Medicine, Suite 315

(570) 941-6645

The University of Scranton is an Equal Opportunity Employer/Educator.

University Mission

The University is a Catholic and Jesuit University animated by the spiritual vision and the tradition of excellence characteristic of the Society of Jesus and those who share in its way of proceeding. All candidates must indicate how they would help communicate and support the Catholic and Jesuit identity and mission of the University. The University’s mission statement and a description of the history and concepts of the Ignatian teaching philosophy may be found at

Department Facilities Job Purpose

The position is an administrative function reporting to the Director Operations and Maintenance. Responsible for financial management which includes processing of invoices, receiving reports, credit card transactions and purchase order requisitions. Provides financial analysis and Admin support to the Facilities Operations Coordinator.

Essential Duties

• Manages the automated financial reporting systems (Works & Banner) by processing and scanning credit card transactions, purchase orders, invoices and receiving reports; maintains financial reporting system; conducts updates of Works & Banner programs to document transactions and scan invoices/receiving reports to historic files to support audits or inspections
• Performs administrative, financial and office support functions for the Director, Operations and Maintenance including phone and two-way radio communications; ensures trouble calls are relayed to the appropriate personnel
• Maintains and ensures payments of designated Director of Sustainability contracts (elevator maintenance/repair, pest control and trash removal; interfaces with outside company representatives to review invoices and redirect approved invoices for payment
• Responsible for managing twenty credit card accounts; monthly review of reports to resolve disputes and monthly internal audits
• Coordinates updates of the financial section of the Work Order System ensuring that invoices are input into work order system to identify maintenance and repair costs associated with specific repair/maintenance actions to facilities
• Coordinates designated FIP/FMP projects to ensure supervisors are aware of financial expenditures and project balances to prevent the inadvertent over-expenditure of funds
• Responsible for inter-department budget transfer requests and cost estimates as designated by supervisory personnel; update and maintain an accurate listing of building account numbers
• Promulgates for Director of Operations and Maintenance Trades FIP/FMP project budget updates
• Provides training on financial reporting system including changes and enhancements
• Central point of contact for ordering Trades Department office supplies
• Reports safety or security deficiencies to supervisor
• Coordinates with Facilities Management staff any financial information for proper documentation of financial records including the acquisition of invoices and receiving reports; document expenditures; develop spreadsheets to supply to supervisors in analyzing specific budgets or costs; works closely with Facilities Management Operations Coordinator
  
  
  

Additional Skills Required

• Excellent administrative, planning and organizational skills
• MS Office (Word, Excel, Power Point) proficiency
• Excellent communication skills and ability to maintain confidentiality
• Ability to work with financial data and documentation
• Must be willing to attend additional training to enhance and learn new skills
• Must be able to work under pressure in a busy office setting
• Must be able to work overtime and/or shift adjustments at times throughout the year
• Must be able to respect, support and contribute to the University’s Catholic and Jesuit mission
  
  
  

Minimum Education Requirements

• High school diploma or equivalent
  
  
  

Preferred Requirements

Preferred Education Minimum Job Experience Requirements

• Minimum of three (3) years of experience in an administrative or clerical position
  
  
  

Preferred Qualifications Years of Experience 3 University Classification Clerical FLSA Classification Non-Exempt Schedule/Work Hours Monday through Friday, 8:30 a.m. to 4:30 p.m. Additional hours as required. Full Time/Part Time Full-Time Annual Schedule 12

Posting Details

Posting Details

Special Instructions to Applicants Posting Number S0912P Open Date 02/26/2025 Close Date 03/12/2025 Open Until Filled No

Supplemental Questions

Required fields are indicated with an asterisk (*).

Applicant Documents

Required Documents

• Resume
• Cover Letter
  
  
  

Optional Documents

• Other Document