Job Postings

Position Summary   

The Senior Accountant, Finance and Procurement has primary responsibility for managing the procurement and inventory processes and supporting the integration of financial accounting and reporting systems across all departments, preparing journal entries, financial reports and statements, and verifying accounts.  All other duties, as assigned by the Comptroller/Chief Fiscal Officer. 

Position Duties and Responsibilities

Responsibility for procurement process and inventory management  

  • Manages procurement department staff to obtain materials and services needed to operate and support all departments at the Institute.
  • Maintains list of all lease agreements entered into by IAS.  Ensures proper lease accounting recording per appropriate accounting regulations.
  • Responsible for IAS campus copy machines, including procuring new machines as leases expire and arranging for maintenance on existing machines as needed.
  • Oversees corporate credit card purchasing as well as online accounts such as Amazon, Home Depot, etc.
  • Maintains vendor relationships and negotiates for the best possible pricing.
  • Ensures that procurement policies and procedures are followed.
  • Processes and maintains inventory and budget reports.
  • Responsible for annual inventory of stockroom, including assisting in yearly wine and liquor inventory.
  • Responsible for IAS Store, overseeing purchases of inventory, sales and coordination of shipping of orders.
  • Updates fixed asset inventory and depreciation for annual audit. 

Integration of financial systems, preparing journal entries, financial reports and statements, and verifying accounts

  • Maintains and coordinates the internal keycard system and credit charging on IAS cards.  Works with Facilities and Public Safety to ensure proper building access granted through internal keycard system.
  • Manages the MICROS, CBORD and UT&I charging and financial management platforms on campus between dining, facilities, computing and the business office.
  • Coordinates PCI compliance across the organization.
  • Reviews and monitors budget reports for specific departments relating to purchasing.  Performs necessary follow-up with appropriate parties to promptly address and resolve accounting or reporting problems.
  • Reviews invoices for specific vendors for accuracy and proper coding, and prepares accounting data spreadsheets for monthly American Express bill.
  • Prepares and reconciles various yearly journal entries including those related to inventories, fixed assets, and capital accruals.
  • Assists in the preparation of budgets for a specific set of departments for biannual Board of Trustees Meetings. 

All other duties as assigned by the Comptroller/Chief Fiscal Officer  

Skills and Abilities

  • Knowledge of general accounting and auditing practices
  • Ability to prepare and maintain accounting records and reports
  • Strong interpersonal skills, with the ability to present ideas effectively either orally or in writing

Supervisory Responsibilities

  • Purchasing Assistants (2)

Education, Experience and Knowledge

  • Bachelor’s degree in accounting, finance or relevant field required
  • Master’s degree or MBA preferred
  • Minimum of five years of relevant experience required
  • Knowledge of MS Office (especially excel), experience with accounting systems and practices
  • Solid knowledge of GAAP (Generally Accepted Accounting Principles) and regulations
  • Excellent knowledge of accounting and financial processes (budgeting, financial closure, reporting, system integrations, etc.)
  • Understanding of data analysis and forecasting
  • Well-organized with ability to prioritize
  • ·Attention to detail and problem-solving ability 

The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants.  We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization.   As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.   

We offer a competitive salary and benefits package, which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.  Interested candidates please apply to the position at:   https://ias.synchr-recruit.com/job/262796/senior-accountant-finance-and-procurement

Position Summary   

Reporting to the School Executive Officer, the School Administrative Officer manages the administrative operations of the School of Social Science. Responsibilities include leadership of the School’s staff, support of the permanent Faculty, management of the Member application process, oversight of the School budget and website, and collaboration with other Institute offices and departments, external partners and vendors.  Performing other duties, as assigned by the School Executive Officer. 

Position Duties and Responsibilities

Serve as the senior administrative professional on behalf of the School of Social Science (90%)

  • Communicates with the Executive Officer of the School and, in consultation with the latter, carries out administrative duties related to the function of the School, such as responding to inquiries regarding Membership or Visitorship.
  • Initiates, communicates and implements School regulations and policies to Faculty, Members and Visitors; provides information and support to Faculty.
  • Recruits, hires, trains, supervises and evaluates the Academic Assistants to ensure adequate support for the work of Faculty, Emeriti, Visiting Professors, Members and Visitors.
  • Coordinates the Member application process, which includes preparing and distributing announcements, compiling and maintaining applicant lists, issuing invitation letters, negotiating stipends, and orienting new Members, as well as liaising with the appropriate IAS offices regarding arrangements for Members’ visas, housing, and office space.
  • Prepares and reviews budget/financial reports with Comptroller’s Office and Executive Officer.
  • Prepares annual grant reports for government and foundation funding; assists the Development Office with grant funding applications as needed.  Reviews grant budgets and tracks spending.
  • Maintains historical and current statistical information about the School and provides databases, spreadsheets, reports and analysis to the Faculty and other Institute offices and departments as needed.
  • Prepares School publications and School contributions to Institute-wide publications including for the Introductory booklet, the Annual Report, and, the annual School Archive.
  • Prepares written and analysis materials for Trustee and Faculty meetings.
  • Plans and coordinates School meetings, seminars, conferences and other convenings.
  • Acts as liaison with other Schools and administration to coordinate services, processes, regulations and policies.
  • Supports Faculty search and recruitment process. In consultation with Faculty, maintains School website, assuring accurate information about the School, Faculty, Visitors and Members events, and activities.
  • Manages the use and any facilities-related concerns of offices and seminar spaces allocated to the School.
  • Coordinates requests for new equipment as approved by the Executive Officer.
  •  Maintains adequate levels of office supplies and equipment; tracks inventory and orders supplies as needed.

All other duties as assigned by the School Executive Officer (10%)

Skills and Abilities

  • Excellent written and verbal communication skills and the ability to collaborate and work in a team environment.
  • Strong organizational, problem-solving and decision-making skills.
  • Effective interface with wide range of diverse constituencies – Faculty, Visiting Scholars, Members, support staff, other Institute personnel, donors, and Trustees -- while setting a tone of respect and collegiality.
  • Calm adaptation to changes, delays or unexpected events. 
  • Ability to develop strategies to achieve organizational goals.
  • Capability to set expectations, motivate, and monitor delegated activities of support staff.
  • Flexibility and discretion is essential.

Supervisory Responsibilities

  • Academic Assistant (2)

Education, Experience and Knowledge

  • Bachelor’s Degree or equivalent required.  Advanced degree preferred.
  • A minimum of 7 to 10 years of professional administrative experience, including prior experience in an academic environment.
  • Prior experience in a supervisor position.
  • High proficiency with MS Office required.
  • Knowledge of grant writing and reporting procedures preferred.

 

The Institute for Advanced Study is an equal opportunity institution encouraging a diverse pool of applicants.  We believe in the inherent value of diversity and equal opportunity, recognizing that a truly diverse workforce will bring a wider array of perspectives, as well as more innovative and effective solutions, to the organization.   As a community dedicated to intellectual inquiry, we are resolutely committed to the values of diversity, equity, and inclusion.   

We offer a competitive salary and benefits package, which includes subsidized health and dental insurance, an excellent retirement plan, and a generous paid time off program.  Interested candidates please apply to the position at:  https://ias.synchr-recruit.com/job/268802/school-administrative-officer