Financial, Other Staff/Administrative, Staff/Administrative
Financial System Accounting Associate
Office of Financial Affairs
The Financial System Accounting Associate will perform various accounting and finance related tasks in support of the College and function as support and trainer for the College’s Enterprise Resource Planning (ERP) System, fully understanding Workday’s capabilities and driving awareness of functionality and features to ensure the Workday systems are effectively adopted. Responsibilities are performed independently and under the supervision of the Associate Vice President for Business Affairs/Assistant Treasurer. Critical skills associated with this position are strong organization skills, attention to detail, initiative and the capacity to manage multiple priorities and work well in a diverse and fast-paced environment. The Financial System Accounting Associate interacts with a broad array of constituencies which includes faculty, staff, and representatives from the other Claremont Colleges and The Claremont Colleges Services (TCCS).
About Harvey Mudd College:
Located in the heart of Claremont, California, 35 miles east of Los Angeles, Harvey Mudd College is a highly selective undergraduate liberal arts college offering degrees in science, technology, engineering and mathematics. HMC enrolls about 800 students and is a member of The Claremont Colleges, which comprises five undergraduate colleges and two graduate institutions. According to students, professors, and alumni, what makes Harvey Mudd distinctive is its collaborative, cross-disciplinary nature. The working environment is built on collaborative relationships between and among all members of the campus community and a deep commitment to the College’s mission to educate students “so that they may assume leadership in their fields with a clear understanding of the impact of their work on society.”
SUMMARY OF DUTIES AND RESPONSIBILITIES
In collaboration with other Business Affairs staff, deliver services in a manner that creates a positive “constituent experience,” including proactively working with Workday users to assess the information that is needed to make informed decisions. Solutions may include end-user training on existing reports, policies and procedures, creating new reports, policies and procedures or partnering with Financial Affairs team members to develop creative solutions.
Independently and collaboratively work on and coordinate various reconciliations, process improvement initiatives, and analyses of College functions:
Perform various internal control assessments and periodic testing of accounts and transactions to ensure compliance with College Policies.
Review cash sensitive locations on campus, including retail and petty cash.
Reconcile the student clearing account.
Reconcile and analyze monthly purchase card transactions.
Prepare or assist with preparing a variety of documents related to projects such as reports, policies, analyses, flow charts, and spreadsheets.
Review reports for accuracy and conformance to appropriate internal and external regulations.
Support Office of Financial Affairs with data collection and analysis.
Support annual reporting such as financial statement and tax return preparation and analysis.
Prepare responses to various surveys and coordinate data collection with other departments, as needed.
Ensure adherence to College finance and business policies as well as applicable regulations and laws in delivering services to constituents through training and by designing processes that are not only compliant but efficient for end-users.
Create and deliver Workday end-user training materials, business processes and guides that are easily available to the campus community both online and through classroom training.
Develop, maintain and oversee the employee training records database.
Evaluate manual and automated financial accounting and business practices to identify opportunities to gain greater efficiency through business process configuration and reporting.
Partner with Office of Financial Affairs to continuously and proactively add or improve on the existing variety of simple to highly complex Workday Financial and other reports available to HMC constituents.
Partner closely with AVP for Business Affairs/Assistant Treasurer to understand configuration decisions and insure the implications and impacts of these decisions are understood and communicated to HMC constituents.
Respond to inquiries requiring knowledge of Workday systems and College policies, procedures and guidelines.
Partner with other Business Affairs staff to serve in certain business process roles in Workday.
Maintain proficiency by continually updating knowledge through appropriate means.
Assist with accumulation, analysis, and data entry of various Business Affairs processes and reports.
Assist with reviewing and correcting operational journals in Workday and correct errors which may require working with the Director of Budget and Finance, Senior Accountant and Analyst, AVP for Business Affairs/Assistant Treasurer, or other staff in Business Affairs, other campus departments, and TCCS.
Update and maintain the relevant sections of the college website.
Participate in annual training on accessibility issues.
Stay abreast of accessibility issues by learning from the Student Accommodation Advisor, on-line resources, and attending workshops as needed.
Review quarterly accessibility reports for the website and resolve issues in a timely manner.
Support the College goal of reducing barriers to accessing electronic content where feasible and appropriate.
Assist with other special projects and initiatives; perform other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position.
Ability to work independently and exercise discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
Demonstrated analytical skills and proficiency in using various software (on-premise or cloud) and spreadsheets (e.g. Microsoft Office software) and the ability to adapt to and learn new software (including Workday or other cloud-based systems) and electronic processes.
Functional and basic knowledge of accounting procedures and business transaction, or the ability to learn and apply basic procedures and transactions.
Excellent oral, written and interpersonal communication skills, and demonstrated ability to write clearly using proper formats, grammar and punctuation, and ability to edit, proofread and ensure accuracy and high quality of work.
Ability to maintain open channels of communication with student, faculty, staff and off campus constituents.
Ability to maintain a positive, effective and cooperative working relationship with various campus constituencies.
Strong experience troubleshooting and quickly resolving questions and concerns from various constituents.
Ability to handle a wide variety of tasks simultaneously while focusing on detail and maintaining calm under pressure.
Demonstrated self-starter with excellent judgment; follow-up, problem-solving skills, and organizational skills; ability to assess tasks, set priorities, and complete tasks on time.
Demonstrated commitment to quality customer service.
Ability to effectively work individually or in teams as well as with diverse groups.
REQUIRED QUALIFICATIONS AND EXPERIENCE
Education: Bachelor’s degree in business, accounting, or related field.
Experience: A minimum of two to three years’ experience in accounting and financial systems required. Experience with an academic institution and experience with Workday, similar cloud-based systems, or report writing software, preferred.
Licenses/Certificates: Valid driver’s license and a driving record acceptable to the College’s automobile insurance carrier.
Hours: The regular hours of this position are 8:00 a.m. to 5:00 p.m. Hours may vary due to the needs of the College or department.
Classification and Status: This is a full-time, benefits-eligible, non-exempt position.
Reporting: This position reports to the Associate Vice President for Business Affairs and Assistant Treasurer.
Employment Category: Regular, full-time
Please visit www.hmc.edu/employment to view a complete job description for this position and obtain information about how to submit an application. Information about HMC’s competitive benefits package is available at www.hmc.edu/hrbenefits.
Deadline to apply:
Position will remain open until filled.
Government and public health guidelines and restrictions, as well as industry best practices regarding COVID-19 and COVID-19 vaccines, are changing rapidly as new information becomes available, further research is conducted, and additional vaccines are approved and distributed. In that spirit, Harvey Mudd College has adopted a Voluntary Vaccination Policy. The College strongly encourages all employees who are eligible to receive a COVID-19 vaccine and can safely do so to get vaccinated against COVID-19. HMC reserves the right to modify this policy at any time in its sole discretion to adapt to changing circumstances and business needs, including the right to require COVID-19 vaccines, consistent with its commitment to maintaining a safe and healthy workplace. More information regarding the policy can be found here.
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.
The Claremont Colleges, a consortium of five undergraduate liberal arts colleges, two graduate institutions, and Claremont University Consortium, which provides shared institutional support services, is reminiscent of the Oxford-Cambridge model. The undergraduate colleges include Pomona College, Scripps College, Claremont McKenna College, Harvey Mudd College, and Pitzer College. The two graduate institutions include Claremont Graduate University and Keck Graduate Institute.