Coordinator, Finance Administration

Description

Begin your future now and join the nearly 10,000 associates working every day to make a difference in the lives of at-risk populations. Headquartered in Centerville, Utah, Management and Training Corporation (MTC) provides thousands of individuals with life-changing opportunities through our management of Job Corps centers and correctional facilities. Apply today and find out why MTC is a true Leader in Social Impact!

In addition to a competitive salary, team members will enjoy:

• Medical, vision, dental, and prescription drug benefits
• 401(k) retirement plan with company match
• 3 weeks paid vacation and 2 weeks paid sick time
• 11 paid Holidays
• Education/Tuition assistance
• Company-paid Life and AD&D insurance
• Short-term and long-term disability benefits
• Other perks such as free drinks and snacks, on-site yoga, off-site CrossFit, clubs, and numerous company events.

Position Summary:

Perform duties similar to those of an executive assistant. Reports to the Sr. Vice President & CFO. Also supports Vice President, Finance, and wider Finance department on a variety of the essential functions below. Performs a wide variety of administrative functions that require extreme discretion and accuracy in compliance with company policies and management directives.

Essential Functions:

1. Manage multiple priorities and deadlines with exemplary follow-through and confidentiality.
2. Demonstrate professionalism and courtesy in representing the Sr. Vice President & CFO and Vice President through interactions with top-level executives, clients, business partners, consultants, facilities, and co-workers.
3. Create presentation materials for the board of directors, committees, and executives, including financial charts and graphs, flow charts, and PowerPoint presentations.
4. Lead department projects as assigned including planning, tracking, and communication with key stakeholders.
5. Assist with budget tracking and reporting.
6. Maintain bank-related records for account management purposes. Coordinate and process new requests as necessary.
7. Schedule appointments and proactively manage Sr. Vice President & CFO’s Outlook calendar; maintain and update electronic contacts; keep all incoming emails organized and filed in proper email folders, ensuring follow-ups as necessary; set up conference calls and coordinate meeting arrangements; greet visitors; keep the daily schedule on track; rearrange calendar and prioritize requests.
8. Work closely and effectively with the Sr. Vice President & CFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately. Act as a “barometer,” having a sense of the issues taking place in the environment and keeping management updated.
9. Organize all aspects of travel arrangements; handle all logistics for the trip and create trip itineraries. Complete expense reports.
10. May provide personal assistance to Sr. Vice President & CFO by making appointments or travel plans, coordinating schedules, and/or assisting with other needs as requested.
11. Manage incoming telephone calls, electronic and paper mail, taking initiative to manage inquiries from inception to completion; provide information, follow through and author correspondence for review, and/or direct inquiries to proper team members. Forward relevant correspondence and calls to the appropriate team member.
12. Coordinate various department meetings on a routine basis. Create agendas and gather pertinent information from other managers. Track/communicate action items for follow-up.
13. Monitor changes in the department processes to ensure existing finance policies and procedures are updated consistently and timely.
14. Manage and update department information on the company’s intranet.
15. Plan and coordinate various department events and conferences involving department/facility finance staff.
16. Work with other administrative staff to assist in coordination of meetings and special projects.
17. Perform office duties that include ordering supplies, maintaining accountability of property, and managing a records database.
18. Coordinate and manage department records according to archiving policies.
19. Support other clerical staff as a backup.
20. Assist with various research tasks, report compilations, and/or correspondence as requested.

It is expected that the incumbent shall perform other duties as assigned within his/her capabilities as determined by management.

Personal Qualities:

• A proactive approach to problem-solving with strong decision-making skills.
• Strong attention to detail.
• Professional level verbal and written communication skills.
• Strict confidentiality with sensitive data.
• Organized, with a well-established process of planning workload; efficient and resourceful.
• Very comfortable with computers and technology, including new and emerging technologies.
• Excellent knowledge of Microsoft Office programs required, specializing in word, excel, PowerPoint, and outlook.
• Positive and customer service-focused.
• Professional and courteous with others, including co-workers, top-level executives, clients, business partners, etc.
• Works well with all team members.
• Performs well under pressure to meet deadlines.

Education and Experience Requirements:

Bachelor’s degree and five years experience in the area of office management or executive administrative assistance required. The completion of a professional executive assistant training program is desirable. Prior experience supporting a financial executive is desirable. Knowledge/experience in accounting, banking, legal, and/or finance is helpful. Type a minimum of 65 words per minute. Unless waived by management, a valid driver’s license in the state of employment with an acceptable driving record is required.