Office Coordinator I

Office Coordinator I (Finance)

Mott Department of Public Health is seeking an Office Coordinator I (Finance) to support our continued growth. This is a great opportunity to contribute to a collaborative, fast-paced environment where your attention to detail and initiative will make a real impact. In this role you'll work closely with the Research Administration team and Fiscal Officer to facilitate the financial processing and planning for approximately 20 research teams. We currently manage over $220 million in grant funding across 125 active accounts. Key responsibilities include processing payments for vendors and other invoices, reimbursements, assisting with travel requests and expense reports, managing the requisition and purchase order process, reconciling service billings, and balancing spreadsheets for financial tracking. As part of regular duties, the Office Coordinator I (Finance) will :

• Serve as the primary point of contact for all financial transactions and inquiries regarding best practices.
• Submit new vendor requests, process payments to vendors, route incoming invoices, reimbursements, and office supply requests.
• Initiate requisitions and oversee the purchase order process, including payments.
• Process travel requests and expense reports for MSU employees within the department and guests, as needed.
• Process and reconcile p-card transactions for payments made via credit card on behalf of the department (e.g. conference registrations, office supplies, contractual services).
• Request appropriate supporting documentation to reconcile monthly service billings (e.g. mail charges, technology requests).
• Process cash advance requests for research participation incentive payments.
• Maintain the department software list and notify teams when renewals are required.
• Pull monthly finance reports (operating statement and labor distribution reports).
• Reconcile department general fund and some grant accounts monthly, including linking spreadsheets in Excel.
• Collaborate with research administration team to verify and correct any discrepancies found on accounts.
• With direction from the research administration team, initiate necessary edocs in the financial system to correct discrepancies (e.g. general error corrections, distribution of income / expenses).
• Maintain the shared finance inbox as the primary source of communication.
• Establish and maintain relationships with faculty, staff and colleagues within the department, across the university, and with external partners.
• Demonstrate flexibility, organization, and the ability to work both independently collaboratively.
• Interpret university policies and procedures.
• Possess excellent communication and customer service skills.
• This position is remote / hybrid friendly with the understanding that employees are required to regularly attend to work tasks and responsibilities during regular business hours.
• Position may require infrequent travel to East Lansing for meetings and / or training.

Minimum Requirements : Knowledge equivalent to that which normally would be acquired in the first two or three years in college, technical school or related field; six months to one year of related and progressively more responsible or expansive work experience in customer service; or an equivalent combination of education and experience.

Desired Qualifications : The ideal candidate will exhibit many of the following skills and abilities : Advanced knowledge of the Microsoft Office suite (Teams, Outlook, Word, Excel) Proficiency in MS Office 365 products, Enterprise Business Systems (EBS), Kuali Financial Software (KFS), Concur (travel system) at MSU Excellent oral and written communication.