Purpose of Position:
The Program Finance Coordinator administers program finances including payments, receipt-based invoicing and reconciliations. S/he supports the Senior Program Finance Manager with data entry and review, forecast reporting and analysis, and responds to inquiries regarding reconciliations, student payments, billing and invoicing. This position plays a critical role in the monthly receipt-based invoicing process by recording expense entries, tracking receipts, reconciling against IIE’s internal system, preparing monthly reports and expense reporting. The Program Finance Coordinator may support other programmatic activities as needed. The Program Finance Coordinator will ensure efficient and accurate financial reporting and adherence to contract compliance.
Essential Duties and Responsibilities include the following. IIE may add, change, or remove essential and other duties at any time.
•Responsible for complying with applicable contract and sponsor requirements and following all IIE policies and procedures.
•Reviews payment requests and expense reports to ensure that expenses are allowable, allocable and coded properly. Processes payment requests and wire transfers.
•Works with program staff to review and reconcile grantee and program payment issues. Reconciles program expenses from existing IIE systems such as Concur, SAP and HRG reporting.
•Maintains record of receipt-based invoicing and supports the preparation of monthly reconciliation reports.
•Corresponds with external vendors and universities regarding their billing and payment updates.
•Assists in the development and preparation of regular and ad-hoc financial reports and budgets.
•Prepares invoices to be certified for submission to sponsor.
•Collaborates with the Program Finance Manager to establish and implement financial processes and documentation for the division.
•Files and maintains electronic and hard copies of financial and contractual documents of programs within the division.
•Supports special departmental projects as needed.
•Performs other duties and functions as assigned.
Education/Experience:
•Bachelor’s degree required and a minimum one year program support and/or program financial support experience; or equivalent combination of education and experience.
Knowledge, Skills and Abilities:
•Working knowledge of Excel required.
•Ability to organize, analyze, present and communicate financial data.
•Familiarity with IIE Systems (such as SAP, IIE Reports, Concur, AMS, Payment Request, Enterprise) preferred.
•Ability to interact with all levels of staff; sensitive to cultural differences when working with people from other cultures.
•Excellent interpersonal communication skills, both oral and written, including the ability to read and interpret documents such as policy and procedure manuals, and write clear, concise instructions, routing reports and correspondence.
•Experience in projects and tasks involving complex details which require well-developed organizational, time-management and administrative skills. Ability to multi-task and prioritize competing projects with limited resources.
•Ability to exercise discretion on confidential matters.
•Knowledge of Microsoft Office 2010, database and internet software.
Work Environment and Physical Demands: Essential functions are typically performed in an office setting with a low level of noise. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
