Business & Finance Manager

The Business and Finance Manager is responsible for the day-to-day office operations of the Department of History at Princeton University, a large and complex academic department (60 faculty, 12 staff, 150 graduate students, 150 undergraduate majors). The Business and Finance Manager is the resident financial policy expert and works to ensure that the department is following all university policies, procedures, and adheres to deadlines.

 

Under the direction of the Department Manager, responsibilities are: Monthly reconciliation of department operating accounts and monitoring of expenses; purchase all supplies and equipment for the department; process vouchers, purchase orders, assist in on-boarding new suppliers; Review for accuracy and approve all expenses in Concur charged to departmental and faculty chart strings; Manage all incoming monetary gifts for faculty and/or the department; support faculty with expense reporting, including processing relocation expenses for newly hired faculty members; provide accurate financial reports to the Chair, Department Manager, faculty members, and select staff; track and submit all faculty search expenses to the DoF; manage UCR grants and submit appropriate reporting.

 

The Business and Finance Manager has significant independent approval authority, negotiates and monitors ongoing service contracts. They work with various central offices, such as OIT regarding faculty computer program and eligibility, Dean of the Faculty Office for the Learned Society Travel program, and Treasurer Office, Purchasing, as well as a variety of outside vendors. The incumbent also hires and approves timesheets for all student workers; acts as telephone coordinator and surplus coordinator; as needed, assists The Papers of Thomas Jefferson and the Shelby Cullom Davis Center. This position interacts primarily with staff and faculty members, but also has significant interaction with the Dean of Faculty Staff as well as the Office of Finance and Treasury. 

Financial:

 

• Responsible for the expense reconciliation of 250+ chart strings monthly.
• Provide departmental reporting to department manager and chair as needed.
• Review and approve expenses in Concur charged to department and faculty chart strings.
• Work directly with faculty to advise on policies and procedures for research spending and reimbursements.
• Review for accuracy and approve all expenses in Concur charged to departmental and faculty chart strings.
• Support faculty with expense reporting, including processing relocation expenses for newly hired faculty members and establish all new faculty research accounts.
• Create journal entries.
• Manage all incoming monetary gifts for faculty and/or the department.
• Provide accurate financial reports to the Chair, Department Manager, faculty members, and select staff.
• Track and submit all faculty search expenses to the DoF.
• Manage UCR grants and submit appropriate reporting.
• Oversee the disposition of Learned Society and other conference related expenses.

 

Purchasing:

 

• Purchase all supplies and equipment via credit cards, prime marketplace and purchase orders for department.
• Support faculty (Concur, purchasing, travel reimbursements & meetings).
• Process all invoices and non-PO orders and on-boards new suppliers, including international ones, as needed.
• Monitor FCP purchases and document for reimbursement.

 

Student Workers and Outside Contractors:

 

• Support faculty members and various staff on hiring student workers through the JobX system.
• Monitor and approve student payment via the TimeSheetX system.
• Hires international research assistants when required for faculty support.

 

Departmental Maintenance and Upkeep:

 

• Processes all requests for building maintenance services (installation of bulletin boards, e.g., relocation/installation of shelving units, lighting repairs and/or upgrades, heating/air conditioning repairs, installation of outlets, special cleaning needs).
• Makes recommendations on office furniture needs/upgrades and coordinates/orders office furniture retrofits, new furnishings as needed in the department's seminar rooms, equipment replacements as needed in the lounges.
• Conducts summer room surveys for maintenance needs.
• Arranges for and schedules surplus pick-up.
• Schedules semi-annual shredding of confidential materials.
• Serves as telephone coordinator for the department-processes all requests for new phones, voicemail and phone authorizations.

 

Additional duties and projects as assigned.

• Bachelors degree preferred, or a minimum of 3-5 years of related experience
• Financial Management experience; experience with budget development, financial analysis &
• Proficient in Microsoft Office products, especially Excel and Word; ability to create reports
• Ability to work independently, multi-task, and maintain confidentiality
• Excellent interpersonal skills; excellent oral and written communication skills
• Detail oriented
• Experience in Princeton University business applications, policies and procedures are preferred
• Comfortable working in a fast paced environment
• The preferred candidate would have experience using Princeton's financial management system Prime and Concur and be conversant with institution's business guidelines.

 

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. EEO IS THE LAW

36.25

No

Yes

180 days

No

No

No

Mid-Senior Level

#LI-NC1

Join our Talent Network to receive updates about working at Princeton.
Princeton University job offers are contingent upon the candidate’s successful completion of a background check, reference checks, and pre-employment screening, as applicable. Princeton University requires all employees to be vaccinated against COVID-19, including subsequent boosters, and submit proof of vaccination status. Employees who cannot receive the vaccine because of a disability/medical contraindication or sincerely-held religious belief may request an accommodation (e.g., an exemption) to this requirement.
If you have questions or comments regarding the iCIMS Privacy Policy or iCIMS FAQs , please contact [email protected] .
Go to our careers site.