Job Description

The Senior Financial Assistant/Financial Assistant 3 provides complex and diverse financial support for Media Lab, including reviewing, approving, and/or tracking financial transactions while working under limited supervision. The successful candidate will thrive in a fast-paced and team-oriented environment.

Responsibilities

Principal Duties and Responsibilities

·       Verify and approve all credit card purchases, travel expenses, RFP submissions, requisitions, and change orders for the Media Lab.

·       Monitor and help resolve FRC completion, swept credit card charges, unexpensed travel, certification of DACCAS, aged PO commitments, and aged procurement invoices for the Lab.

·       Reconcile & resolve swept charges monthly.

·       Complete monthly reporting for compliance areas of swept charges, travel, and FRC's.

·       Create and maintain databases to track Media Lab financial compliance data; analyze data and produce informal, ad hoc reporting to provide insight for routine policy & process updates.

·       Organize and lead monthly compliance meeting with Administrative Support Coordinator, Director of Finance, and Sr. Financial Officer to present compliance issues, provide possible solutions, and discuss potential updates to Lab policies and procedures.

·       Process financial transactions including journal vouchers, RFPs, travel vouchers, and requisitions.

·       Compose and revise drafted email responses for compliance notices, escalations, and policy updates to the entire Media Lab.

·       Provide advanced guidance on Media Lab-specific compliance questions to other assistants in the department.

·       Respond to and resolve complex inquiries that require additional knowledge, research, and/or interpretation of MIT purchasing policies and procedures.

·                   Serve as a resource to Media Lab faculty and staff on the interpretation on Institute policy and procedure.

·       Update and manage the quarterly Research Affiliate distributions and annual ILP distributions.

·       Develop and maintain written documentation for financial job processes and policies; develop educational tools and resources on compliance topics for staff reference.

·       Take on ad hoc projects as assigned.

Qualifications

MINIMUM REQUIRED EDUCATION AND EXPERIENCE:

•       At least five years of administrative or financial support experience, preferably in an academic setting;

•       High school diploma or its equivalent;

•       Strong attention to detail, analytical, organizational, and time management skills;

•       Ability to communicate clearly (orally and in writing) with colleagues at all levels;

•       Proficiency with Microsoft Office (Excel, Word) and electronic storage/filing systems (Google Drive, Dropbox);

•       Ability to work independently and within a team;  

•       Ability to prioritize and work well under the pressure of deadlines;

•       Good judgment and the ability to use discretion and maintain confidentiality;

•       Initiative and desire to help maintain processes and design, develop, and implement innovative solutions.

PREFERRED EDUCATION AND EXPERIENCE:

·       Through knowledge of MIT’s financial policies and procedures;

·       Experience using MIT systems (e.g., B2P/Coupa, Concur, Atlas, SAPgui.

Pay range minimum $32.00 - maximum $38.10

To apply go to https://hr.mit.edu/jobs and search for job ID #25442.

This is a Monday through Friday, hybrid position.