Reporting to the Associate Librarian, the Fellowship and Financial Assistant provides financial and administrative support to the John Carter Brown Library, including financial transaction processing, general administrative services for the Library, and office management. The position approves bills and invoices, processes supply orders and facility service requests, prepares Library acquisition paperwork, reconciles accounts, and performs similar duties. This post will also be responsible for providing logistical, administrative, and financial support for the Fellowship program. Finally, the incumbent will perform a variety of administrative office duties, including mailings and correspondence, greeting visitors and answering telephones. The incumbent may also assist in staffing events, as required.
Process day-to-day financial transactions:
Initiate and monitor transactions in Workday including employee and vendor reimbursements, requisitions and purchase orders. Collect paperwork, communicate with the appropriate JCB staff member if additional information is needed, and complete transactions and send to the Controllerâ™s Office. Compile Professional Service Agreements, supplier registration forms, Guest Speaker forms, etc. Process expense and travel reimbursements for staff and as appropriate Fellows in the Library. Process wire transfers as needed.
Ensure applicable University spending and documentation policies are followed.
Work with Associate Librarian and others on Workday business process changes and be up to date on necessary changes.
Assign appropriate worktags (accounting codes) to transactions to enhance budget to actual reporting. Inform analysts and units of how certain charges will appear so more accurate budgets can be created.
Review transactions monthly and reconcile the accounts. Ensure proper backup is in the system.
Reconcile the day-to-day financial activity for expenses supported by restricted and unrestricted grants and gift accounts and institutional funds including managing and monitoring P-Card expenditures.
Assist with developing and implementing policy for accepting cash and credit card payments during events.
Assist the Director in administering the Fellowship program:
Maintain mailing lists; coordinate mailing of publicity, such as flyers, applications, and news releases via e-mail and the JCB website; compile applications and referee letters for selection committee review; coordinate meeting dates for selection committees, including Academic Advisory Committee; prepare statistics on applicants and admitted/denied applications, and assist in the preparation of grant proposals and reports to federal and private funding institutions; prepare acceptance and non-admission letters; coordinate the production of admission and denial letters; coordinate work with the Office of International Student and Scholar Services to assist admitted Fellows through the visa application process; provide liaison between fellowship program and financial reporting function.
Coordinate the ongoing smooth functioning of the Fellowship program:
With the assistance of the Public Services Assistant and in coordination with the Coordinator of Academic Programming and Public Outreach, provide support for the Fellows in achieving their research goals, as well as connecting with Brown University and Providence constituencies. This includes surveying them at the end of their appointment to learn about their experience and encourage them to stay connected with the Library.
Bachelorâ™s degree and 2-4 years of related office support experience, or equivalent combination of education and experience.
Excellent organizational, communication, and interpersonal skills; ability to organize, prioritize and follow through on multiple-deadlines; demonstrated aptitude in letter-writing and written and oral communication
Experience and/or competence in financial and accounting matters highly desirable, if not essential.
Strong analytical and spreadsheet skills highly desirable, if not essential.
Experience in an academic setting preferable, and interest in working on behalf of an institution dedicated to the humanities highly desirable.
Quick learner who is accountable, resourceful, and capable of changing tasks quickly and efficiently.
A reliable team player with strong organizational skills and ability to handle multiple tasks simultaneously.
The successful candidate must pass a criminal background check and education verification.
Recruiting Start Date:
Job Posting Title:
Fellowship and Financial Coordinator - John Carter Brown Library
John Carter Brown Library
Scheduled Weekly Hours:
Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application.
Brown University is committed to fostering a diverse and inclusive academic global community; as an EEO/AA employer, Brown considers applicants for employment without regard to, and does not discriminate on the basis of, gender, sex, sexual orientation, gender identity, national origin, age, race, protected veteran status, disability, or any other legally protected status.
Located in historic Providence, Rhode Island and founded in 1764, Brown University is the seventh-oldest college in the United States. Brown is an independent, coeducational Ivy League institution comprising undergraduate and graduate programs, plus the Alpert Medical School, School of Engineering, Executive Master of Healthcare Leadership and the IE Brown Executive MBA.