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Finance Administrative Assistant

Company: Broad Institute
Location: Cambridge
Posted on: June 22, 2018

Job Description:

JOB DESCRIPTION

OVERALL DESCRIPTION

PROVIDES COMPREHENSIVE ADMINISTRATIVE SUPPORT TO THE CONTROLLER AND PROCUREMENT TEAMS, WHICH MAY INCLUDE SUPPORT OF STRATEGIC PROJECTS. ANTICIPATES AND INITIATES ACTIONS REGARDING OFFICE OPERATIONS WHICH REQUIRE KNOWLEDGE OF THE INSTITUTE AND OTHER DEPARTMENTS. PROVIDES PROFESSIONAL REPRESENTATION TO INTERNAL AND EXTERNAL COMMUNITY. MAINTAINS CONFIDENTIALITY REGARDING ALL MATTERS AND MATERIALS.

RESPONSIBILITIES

*

PROVIDE DIRECT ADMINISTRATIVE SUPPORT FOR DESIGNATED GROUPS, WHICH MAY INCLUDE: CORRESPONDENCE, MEETINGS/EVENT COORDINATION, TRAVEL COORDINATION, DOCUMENT MANAGEMENT, CATERING, RECORD-KEEPING AND OTHER DUTIES AS ASSIGNED.
*

HANDLE INCOMING AND OUTGOING MAIL, INCLUDING PREPARING AND MAILING FEDEX PACKAGES, DATE-STAMPING AND DISTRIBUTING INCOMING MAIL.
*

SCAN INVOICES THAT ARE RECEIVED VIA USPS AND JOURNAL ENTRY SUPPORT.
*

ASSIST WITH THE COORDINATION AND RECONCILIATION OF EXPENSE AND REIMBURSEMENT IN CONCUR, INCLUDING PREPAYMENTS AND CORPORATE CREDIT CARD TRANSACTIONS
*

OVERSEE VIRTUAL CREDIT CARD PROCESS, INCLUDING INITIATION, FOLLOW-UP AND DOCUMENTATION
*

PREPARE WIRE TRANSFER FORMS, INCLUDING REVIEW OF INVOICES TO ENSURE PROPER AUTHORIZATION, BACKUP, AND RECIPIENT BANK INFORMATION.
*

TROUBLESHOOT PURCHASE ORDER- RELATED INVOICE MISMATCHES, INCLUDING INTERFACING WITH VENDORS AND INTERNAL STAFF.
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PREPARE JOURNAL VOUCHERS TO ALLOCATE MONTHLY BILLING OF RECURRING SERVICES.
*

PROVIDE AA COVERAGE DURING SHORT GAPS IN SERVICE IN ADMINISTRATION. RESPONSIBILITIES MAY INCLUDE BEING LISTED AS OUT-OF-OFFICE CONTACT FOR REGULAR AA, SCHEDULING MEETINGS, COORDINATING CATERING NEEDS, GREETING GUESTS, ETC.

REQUIREMENTS

*

BACHELOR\'S DEGREE OR EQUIVALENT WITH 3-5 YEARS OF PROGRESSIVE EXPERIENCE IN AN ADMINISTRATIVE/BUSINESS SERVICES ROLE
*

EXPERIENCE IN A RESEARCH SETTING PREFERRED
*

STRONG MICROSOFT EXCEL AND CONCUR SKILLS PREFERRED
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DEMONSTRATED SUCCESS WORKING IN A HIGHLY COLLABORATIVE AND COMPLEX ENVIRONMENT
*

STRONG COMMUNICATION SKILLS, BOTH VERBAL AND WRITTEN; STRONG INTERPERSONAL SKILLS, INCLUDING THE DEMONSTRATED ABILITY TO INFLUENCE OTHERS AND TO BUILD WORKING RELATIONSHIPS
*

STRONG CUSTOMER SERVICE SKILLS AND EXCELLENT PROBLEM SOLVING SKILLS
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STRONG ORGANIZATIONAL SKILLS AND ATTENTION TO DETAIL
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ABILITY TO BE FLEXIBLE, TO MULTITASK AND TO WORK IN A FAST PACED AND CHALLENGING ENVIRONMENT

THE BROAD INSTITUTE WILL NOT OFFER VISA SPONSORSHIP FOR THIS OPPORTUNITY.

EOE / Minorities / Females / Protected Veterans / DisabilitiesEEO is The Law - For more information, please visit the following link:

https://www.candidatecare.com/srccar/2016eeoposter.dbprop?x=y&oemID=RTI_1131007&_ext=pdf

Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled - For more information, please visit the following link:

https://www.candidatecare.com/srccar/PolicyPayTransparency2016.dbprop?x=y&oemID=RTI_1131007&_ext=pdf

Keywords: Broad Institute, Worcester, Finance Administrative Assistant, Administration, Clerical, Cambridge, Massachusetts

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