Rutgers, The State University of New Jersey, is seeking a Business Specialist for The Dana Library. This position reports directly to the Director of the Dana Library and indirectly to the Director of Financial Planning and Business Operations for Rutgers University Libraries. The Business Specialist is responsible for assisting with fiscal functions related to the Dana Library and the Institute of Jazz Studies. Areas of support include procurement, payroll, expense management, cash handling, reconciling, and financial reporting. Responsibilities also include overseeing the day-to-day fiscal management of the Dana Library, coordinating facilities maintenance and projects, coordinating personnel processes as they relate to the budget, and other special projects, as assigned by the Director.
Among the key duties of this position are the following:
Assists Director with budget development and maintenance for operational items, travel, material acquisitions and facilities.
Maintains monthly financial reports for budget allocation, expenses, salary savings and reconciling of all fund sources for the Dana Library and Institute of Jazz Studies.
Prepares project adjustments and journal entries as appropriate.
Responsible for financial documents and reports that are accurate and compliant with established procedures.
Makes suggestions to Library Director or Director of Financial Planning and Business Operations for procedural or operational changes as needed.
Liaises with the Library Business Operations office to ensure compliance with all applicable policies, procedures and reporting requirements.
Keeps Directors informed about financial matters.
Prepares all unit requisitions and monitors invoices and payments.
Works with vendors as necessary to complete appropriate documentation for purchases including quotes, service agreements, scope of work, etc.
Coordinates expense reimbursements with Dana faculty and staff.
Inputs all expense reports into online system for processing while ensuring that all appropriate documentation is included, that related policies are followed and that appropriate internal approvals have been captured.
Receives cash and makes deposits.
Assists with coordination of facilities projects.
Monitors personnel matters for faculty, COLT, URA-AFT, student and hourly employees as it pertains to the Dana/IJS budget.
Minimum Education and Experience:
Requires a bachelor's degree in accounting, finance, business administration, or related field; or an equivalent combination of education and/or experience that demonstrates comprehensive knowledge and understanding of general accounting principles and practices.
Also requires a minimum of two years of relevant professional experience in a financial/accounting function, excellent communication skills, and computer literacy with advanced experience using EXCEL.
Required Knowledge, Skills, and Abilities:
Demonstrated experience in effective communication, working in a team environment and excellent customer service skills.
Requires detailed knowledge and experience with related university policies and procedures and multiple fund types including state, unrestricted, grant and gift.
Due to the complex fiscal nature of the Dana Libraries and Institute of Jazz Studies, five years of relevant professional experience in a financial/accounting function would be preferred for candidates considered for this role.
Strongly prefer experience in purchasing, human resource and payroll systems.
Personal computer, Windows 10, Word, Excel, Access, Powerpoint, fax machine, photocopier/scanner, desktop publishing software; Oracle Fusion, Peoplesoft, Cornerstone, etc.
Physical Demands and Work Environment:
This position requires attention to detail and the ability to multi-task in a fast paced environment accompanied with the challenge of constant interruptions.
Must be able to handle interpersonal interactions professionally, patiently and tactfully, accompanied with a
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was ...at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.