Apply for this position
Position Overview
Financial Administrator 3, responsible for administering the financial activities related to the daily operation of IDSS and Technology and Policy Program (TPP). Also administers the pre- and post-award financial activities for IDSS. Resolves complex issues and advises on matters pertaining to financial activities for both areas.
Principal Duties and Responsibilities
(Essential Functions*)
IDSS HQ/General Finance
• Primary responsibilities include preparing and monitoring operating, fellowship, gift, industrial, MicroMasters, DataScience-Machine Learning, and project/research budgets, including annual entry into Nimbus for IDSS/TPP.
• Serve as the primary resource of information for faculty, staff, and students regarding financial matters for IDSS/ TPP.
• Track and process IDSS financial commitments to cost sharing, underrecovery, GIB scoops, student groups, research labs, and other Institute units
• Ensure compliance with sponsor, donor, industrial guidelines
• Participate in all aspects of the payroll process, including payroll distribution, eSDS adjustments, quarterly eDACCA certification, student hourly/visiting student/UROP payroll (appointment setup, timesheets approval, total hour tracking), late salary requests, faculty summer salary, faculty direct salary charge plan, approving timesheets, PostDoc vacation tracking, billing agreements, and monitoring suspense; collaborating with others to resolve any issues
• Manage IDSS/TPP student appointment process (RA/TA/Fellowship). Work with Payroll, Student Financial Services (SFS), Office of Graduate Education (OGE), and other groups as needed to handle funding issues as they arise
• Manage NSF student shortfall funding process and tracking
• Provide guidance and tracking of available funding for incoming SES student first year fellowships, Initiative on Combatting Systemic Racism (ICSR) student funding, and IDSS Teaching Assistants
• Work with central offices on discrepancies in financial transactions
• Process and track faculty start-up package transactions
• Supervise Financial Assistant II/Sr. Administrative Assistant and oversee financial tasks of administrative assistants responsible for purchasing, travel expenses, Procard transactions, and reconciliation of cost objects; guide and train staff on financial policies and procedures
• Develop and implement financial policies, procedures, and process improvements to support best practices, while ensuring that all practices operate in accordance with MIT policy
• Roles administrator; travel report approver; B2P requisition/PO/invoice approver; KC proposal approver; process applications for credit cards (ProCard and Travel); bring issues of concern to the attention of the Director of Administration and Finance; review and work with AAs to resolve swept Procard charges and delinquent travel expenditures/reports; oversee monthly account reconciliations
• Manage special projects and other financial duties as requested
• Other duties include possessing HR transactions in support of Director of Administration and Finance; managing CopyTech printing codes and tracking IDSS laptops; organizing monthly staff meetings and team building activities
• Act as the finance lead for IDSS/TPP when the Director of Administration and Finance is out of the office
Online Learning
Financial liaison for IDSS MicroMasters (MM) and Data Science and Machine Learning professional ed (DSML) Course; process and track revenue transfers, which includes invoicing partner (Great Learning) monthly and JVing revenue shares quarterly; handle appointment processing, eSDS effort updates, projections/actuals for MM; communicate with Open Learning Sr Financial Analyst on account questions/set up
Industry
Financial liaison for IDSS Industry Partner and Industry Alliance program; generate and manage invoice process/financial communication with external partners; maintain financial projections/actuals; ensure compliance with sponsor/industrial guidelines; financial liaison with RAS, VPF, and RSO; contact for Industry partner agreements/financial process audit questions
Supervision Received
Works independently, with minimal supervison. Reports to the Director of Administration and Finance
Supervision Exercised
Supervise Financial Assistant II/Sr. Administrative Assistant. May organize, set priorities, schedule and review work, but has no responsibility to hire, terminate, review performance or make pay decisions. May informally coach others within the work unit on processes and procedures.
Qualifications and Skills
Bachelor’s Degree in a related field required. Minimum of 5 years’ experience in accounting or finance. Strong analytical, organizational, interpersonal and communication skills. Ability to use solution-oriented approaches to problem solving. Ability to take initiative to implement and/or improve established financial processes in support of operational area. Strong Excel and Word skills. Knowledge of Coeus, SAPWeb and gui, Brio Query and Cognos will be required.
PREFERRED EDUCATION AND EXPERIENCE:
Prior MIT experience preferred. Demonstrated communication and interpersonal skills. Proven ability to work collaboratively and build community.
All new faculty and staff, as well as all postdoctoral scholars (associates and fellows), must have a background check completed through MIT as a condition of hire or appointment. Rehires who have not been employed by MIT for more than one year must also complete a background check before rejoining the Institute.
Salary Range: $82,000 – $105,100
* To comply with regulations by the American with Disabilities Act (ADA), the principal duties in position descriptions must be essential to the job. To identify essential functions, focus on the purpose and the result of the duties rather than the manner in which they are performed. The following definition applies: a job function is essential if removal of that function would fundamentally change the job.
