Administrative Services Coordinator II (Finance)

The Administrative Coordinator II provides diversified administrative support to the Senior Vice President of Finance, Vice President of Finance and performs secretarial duties for the Finance department.

Responsibilities

Provide administrative/secretarial support to the Sr. Vice President-Finance, Vice President-Finance and to other directors/managers in the finance department.

Coordinate and maintain confidential information security. Documents to secure include confidential financial files and records, correspondence, leases and contract agreements, corporate legal documents, tax returns, audit reports and financial statements.

Coordinate schedules and supervisors’ appointments. Schedule Board Committee meetings, budget meetings and any other meetings as requested by the Sr. Vice President-Finance and other senior managers in Finance. Arrange for rooms, catering service, travel arrangements as needed.

Open, review, and distribute inter-office and external mail for the Sr. Vice President-Finance and other senior managers in Finance. Bring priority items to the supervisors’ attention. Answer office phone, screen and direct calls. Schedule and greet visitors. Respond to calls and visits, determine urgency of situation and need to interrupt supervisors.

Prepare Personal Property Tax Returns on an annual basis.

Process most purchase requisitions, check requisitions and travel and expense reimbursements for the Finance department in the ProcureIt/XM system. Process check requisitions in the XM system for the department and others areas of the Institute, as needed and requested. Prepare credit card reconciliation monthly.

Coordinate with necessary staff to post Finance information on the Institute intranet and external website. Work with Finance department managers to maintain and clean the Finance shared directory on a continuous basis.

Order and maintain office and kitchen supplies for the Finance and Human Resource department. Assist in department equipment maintenance.

Work with Human Resources to update and maintain job descriptions for Finance staff members when requested. Maintain Finance department organization chart.

Assist with Institute compliance, control process of dispersing, Business Associates Agreements receipt and recordkeeping for new vendors of the Institute.

Notarize documents as needed.

Maintain the purchasing card system including user maintenance, system maintenance, tracking of receipt and coding support and payment approvals. Distribute information to the accounting team on a monthly basis.

Process department invoices and update external lab information in EPIC.

Maintain and distribute external filing support and tax forms.

Assist with report compilation and formatting as needed for internal and external reporting including the annual financial statement and grant audit, Medicare cost report, and 990 tax filing.

Qualifications

EDUCATION:

High School Diploma or GED required.

BA/BS degree preferred.

EXPERIENCE:

Three (3) to four (4) years of previous administrative support required

Benefits

Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and childcare subsidies! In addition, we offer rich professional development opportunities.

EOE/M/F/D/V

Minimum pay range

USD $45,176.35/Yr.

Maximum pay range

USD $75,492.14/Yr.

Regular Full Time