23 days old

Accounting Specialist, Student Organizations

Dartmouth College
Hanover, NH 03755
  • Job Code
    115638077


Dartmouth College



Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.

Position Information

Position Title
Accounting Specialist, Student Organizations

Department
Collis Student Center

Position Number
1010707

Position Purpose

Under moderate supervision, authorizes, oversees, and manages transactions and accounting for approximately 200 departmental and student organization accounts, with total budget of approximately $2,500,000. Performs financial office duties for department. Represents COSO, communicating and administering the committee's policies and decisions. Uses initiative, judgment, and decision-making in their work. Supports professional staff and works in close collaboration with the other accounting specialist, ensuring the smooth functioning of office financial operations.



SEIU Level
Not an SEIU Position

FLSA
Non-Exempt

Employment Category
Regular Full Time

Department Contact for Cover Letter
Anna Hall, Director of the Student Involvement Office

Special Instructions to Applicants

Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.



Key Accountabilities

Key Accountabilities

Financial Management (75%)

• Authorizes financial transactions and oversees, monitors, and reconciles all financial accounts for the Collis Center for Student Involvement, Programming Board (PB), Council on Student Organizations ( COSO ), Collis Governing Board ( CGB ), Student Assembly (SA), Special Programs and Events Committee ( SPEC ), Council on Class Officers ( COCO ), family weekends, Bonfire, Winter Carnival, Orientation, Collis After Dark ( CAD ) and approximately 185 student organizations with a total budget of approximately $2,500,000.
• Develops and maintains financial processing systems and procedures to ensure the timely completion of payments, answers to questions, and resolution of problems. Disburses and monitors use of funds approved at weekly COSO , PB, SPEC , and CGB meetings. Informs Collis Center for Student Involvement staff of the status of various accounts.
• Collaborates with the Dean of the College Financial Officer to prepare year-end closeout and carry-forward transfers. Analyzes each organization account to determine carry-forward transfers and facilitate year-end closeout procedures.
• Serves as liaison to treasurers of approximately 185 student organizations. Oversees and assists treasurers in managing their organization accounts and guides them through the process of accessing their organization's funds and arranging payments for their programs and events. Initiates meetings with individual treasurers to discuss account questions, problems, policies, etc. Maintains "Treasurer's Corner" computers and assists students with the completion of forms. Maintains "Treasurer's Corner" website.
• Writes and updates the Student Organization Financial Procedures Guide to clearly explain complex financial procedures.
• Tracks and follows up on special funding promised to organizations by departments outside the Collis Center for Student Involvement area, and on special donations received from outside Dartmouth to gift recording.
• Through the Dartmouth P-Card system, administers and approves purchases on 33 departmental and generic purchase cards used by COSO , PB, CGB , COCO , SA, and CAD . Develops and oversees system to assure that cards are used in an authorized, controlled manner, that all charges are posted to the correct account, and that files backing up all transactions are complete and in compliance with Dartmouth and Federal policies.
• Retrieves account reports from the Internal Reporting & Analysis system ( IRA ); Processes Sciquest, non-catalog purchase orders, and Procurement credit cards in the Oracle E-Business Suite: Processes account transfers using a Web ADI through Oracle.
• Responsible for entering requisitions in the I-Procurement System with appropriate documentation (contracts, sole source forms, Independent Contractor Forms, bids) to generate purchase order number.
• Provides administrative assistance to COSO , the Programming Board, and SPEC . Maintains knowledge of the activities of each group and responds to requests from the College community about the activities of each group. Works closely with the COSO board in maintaining master spreadsheet of funding decisions, preparing periodic reports to the UFC , and keeping close track of account status. Reaches out to newly recognized COSO organizations to help establish email and financial accounts and to orient them to college financial policies and procedures. Works with IT to setup Ibot reports to generate weekly emails to organizations with account balance statements.
• Works with Student Employment Services and Payroll to ensure that student employees are getting paid. Processes lump sum payments for student performers and employees. Helps students navigate Kronos, the student employment system.
• Manages two DASH Terminals for use by student organizations for sales and fundraisers. Runs transactions by location reports through CBORD , corrects input errors, and processes monthly Web Adi transfers.
• Maintains Travel Leaders profile and serves as office contact for student travel. Helps students make travel arrangements.
• Maintains a working knowledge of the College's financial policies and procedures. Works closely with the Dean of the College Financial Officer, Provost Dean of the College Finance Center, Accounts Payable, Procurement Services, and Payroll departments. Reconciles accounts on a monthly basis, and corrects any errors discovered. Ensures that student charges are handled appropriately and reconciled accordingly.

Administrative and Supervisory (25%)

• Via phone, email and in person, interacts and communicates daily with a wide range of internal and external constituents, providing outstanding customer service and timely and accurate responses.
• Trains student assistant in financial support tasks.
• Creates and maintains student organization database for the office. Creates and maintains forms and other information resources for students and student organizations. Performs information retrieval/analyses as requested. Serves as department records management custodian.
• Maintains knowledge of appropriate computer applications, especially OrgSync, to ensure effective and efficient functioning of the office accounting procedures. Attends computer-training programs as necessary.
• Contributes to the maintenance of a professional office environment and image. Works collaboratively with and provides support to the professional staff in the implementation of programs and projects. Ensures timely completion of projects.

-- Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others. -- Performs other duties as assigned

PI115638077

<br/><br/><b>Dartmouth College</b><br/><br/><br/><br/>Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity. In that spirit, we are particularly interested in receiving applications from a broad spectrum of people, including women, minorities, individuals with disabilities, veterans or any other legally protected group.<br/><br/><b>Position Information</b><br/><br/><b>Position Title</b><br/>Accounting Specialist, Student Organizations<br/><br/><b>Department</b><br/>Collis Student Center<br/><br/><b>Position Number</b><br/>1010707<br/><br/><b>Position Purpose</b><br/><p>Under moderate supervision, authorizes, oversees, and manages transactions and accounting for approximately 200 departmental and student organization accounts, with total budget of approximately $2,500,000. Performs financial office duties for department. Represents COSO, communicating and administering the committee's policies and decisions. Uses initiative, judgment, and decision-making in their work. Supports professional staff and works in close collaboration with the other accounting specialist, ensuring the smooth functioning of office financial operations.</p><br/><br/><b>SEIU Level</b><br/>Not an SEIU Position<br/><br/><b>FLSA</b><br/>Non-Exempt<br/><br/><b>Employment Category</b><br/>Regular Full Time<br/><br/><b>Department Contact for Cover Letter</b><br/>Anna Hall, Director of the Student Involvement Office<br/><br/><b>Special Instructions to Applicants</b><br/><p>Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.</p><br/><br/><b>Key Accountabilities</b><br/><p></p> <tr> <th>Key Accountabilities</th> <td><p>Financial Management (75%)</p> <p> Authorizes financial transactions and oversees, monitors, and reconciles all financial accounts for the Collis Center for Student Involvement, Programming Board (PB), Council on Student Organizations ( COSO ), Collis Governing Board ( CGB ), Student Assembly (SA), Special Programs and Events Committee ( SPEC ), Council on Class Officers ( COCO ), family weekends, Bonfire, Winter Carnival, Orientation, Collis After Dark ( CAD ) and approximately 185 student organizations with a total budget of approximately $2,500,000. <br> Develops and maintains financial processing systems and procedures to ensure the timely completion of payments, answers to questions, and resolution of problems. Disburses and monitors use of funds approved at weekly COSO , PB, SPEC , and CGB meetings. Informs Collis Center for Student Involvement staff of the status of various accounts.<br> Collaborates with the Dean of the College Financial Officer to prepare year-end closeout and carry-forward transfers. Analyzes each organization account to determine carry-forward transfers and facilitate year-end closeout procedures. <br> Serves as liaison to treasurers of approximately 185 student organizations. Oversees and assists treasurers in managing their organization accounts and guides them through the process of accessing their organization's funds and arranging payments for their programs and events. Initiates meetings with individual treasurers to discuss account questions, problems, policies, etc. Maintains "Treasurer's Corner" computers and assists students with the completion of forms. Maintains "Treasurer's Corner" website. <br> Writes and updates the Student Organization Financial Procedures Guide to clearly explain complex financial procedures. <br> Tracks and follows up on special funding promised to organizations by departments outside the Collis Center for Student Involvement area, and on special donations received from outside Dartmouth to gift recording. <br> Through the Dartmouth P-Card system, administers and approves purchases on 33 departmental and generic purchase cards used by COSO , PB, CGB , COCO , SA, and CAD . Develops and oversees system to assure that cards are used in an authorized, controlled manner, that all charges are posted to the correct account, and that files backing up all transactions are complete and in compliance with Dartmouth and Federal policies. <br> Retrieves account reports from the Internal Reporting & Analysis system ( IRA ); Processes Sciquest, non-catalog purchase orders, and Procurement credit cards in the Oracle E-Business Suite: Processes account transfers using a Web ADI through Oracle. <br> Responsible for entering requisitions in the I-Procurement System with appropriate documentation (contracts, sole source forms, Independent Contractor Forms, bids) to generate purchase order number. <br> Provides administrative assistance to COSO , the Programming Board, and SPEC . Maintains knowledge of the activities of each group and responds to requests from the College community about the activities of each group. Works closely with the COSO board in maintaining master spreadsheet of funding decisions, preparing periodic reports to the UFC , and keeping close track of account status. Reaches out to newly recognized COSO organizations to help establish email and financial accounts and to orient them to college financial policies and procedures. Works with IT to setup Ibot reports to generate weekly emails to organizations with account balance statements. <br> Works with Student Employment Services and Payroll to ensure that student employees are getting paid. Processes lump sum payments for student performers and employees. Helps students navigate Kronos, the student employment system. <br> Manages two DASH Terminals for use by student organizations for sales and fundraisers. Runs transactions by location reports through CBORD , corrects input errors, and processes monthly Web Adi transfers. <br> Maintains Travel Leaders profile and serves as office contact for student travel. Helps students make travel arrangements.<br> Maintains a working knowledge of the College's financial policies and procedures. Works closely with the Dean of the College Financial Officer, Provost Dean of the College Finance Center, Accounts Payable, Procurement Services, and Payroll departments. Reconciles accounts on a monthly basis, and corrects any errors discovered. Ensures that student charges are handled appropriately and reconciled accordingly.</p> <p>Administrative and Supervisory (25%)</p> <p> Via phone, email and in person, interacts and communicates daily with a wide range of internal and external constituents, providing outstanding customer service and timely and accurate responses.<br> Trains student assistant in financial support tasks. <br> Creates and maintains student organization database for the office. Creates and maintains forms and other information resources for students and student organizations. Performs information retrieval/analyses as requested. Serves as department records management custodian. <br> Maintains knowledge of appropriate computer applications, especially OrgSync, to ensure effective and efficient functioning of the office accounting procedures. Attends computer-training programs as necessary.<br> Contributes to the maintenance of a professional office environment and image. Works collaboratively with and provides support to the professional staff in the implementation of programs and projects. Ensures timely completion of projects.</p></td> </tr> <tr> <th>--</th> <td>Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.</td> </tr> <tr> <th>--</th> <td>Performs other duties as assigned</td> </tr> <img src="https://analytics.click2apply.net/v/k5QrM4SP7qLGc7A8i2PEr"> <p>PI115638077</p>

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Posted: 2019-11-20 Expires: 2019-12-21

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Accounting Specialist, Student Organizations

Dartmouth College
Hanover, NH 03755

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