Aston Carter Looking for Finance And Facilities Administrator at Pasadena, CA Full Time

Summary

Reporting to the Director of Finance and Facilities in Advancement Services, the Finance and Facilities Specialist provides high-level administrative support to ensure smooth and successful facility operations, special projects, and employee on-boarding and off-boarding. The position is an integral team member working with all members of AAR staff while creating partnerships across campus with Facilities, IMSS and Human Resources.

Duties

• Identify, coordinate and manage finance, facilities and equipment requests for the Division. Document services, track open requests, follow-up on requests through completion, and close requests as appropriate. Requests include but are not limited to building repairs, electronic resources, telecommunications, signage and building access. Systems used to track requests include but are not limited to: The Q, Sharepoint databases, AiM Customer Portal, Facilities Service Requests, AAR Onboarding database and Building Space Data System.

• Coordinate requisition, deployment, moving, retirement, and inventory tracking of electronic equipment (computers, monitors, printers, copiers, phones, etc.) with internal support teams. Effectively manage the calendar and timeline across departments and internal partners.

• Independently plan, organize, and complete Division procurement of goods and services, including creating Techmart requisitions and interfacing with Procurement organization. Collaborate with Procurement, contracting officers, vendors and AAR staff regarding terms and conditions, content, timeline and budget. Provide ownership of purchasing timelines and deliverables, keeping the director informed as appropriate to the scope, level and nature of requirements.

• Serve as the payroll activity manager (PAM) for AAR staff. Train and provide back-up as needed for AAR timecard approvers.

• Manage employee onboarding for Division new hires by opening help desk tickets, provisioning systems access, ensuring workstations are equipped with the requested electronic equipment, arranging for or providing training on Kronos (payroll system) and other relevant internal applications (such as Advance, Oracle, Data Warehouse, Techmart, CardQuest, as requested), phone and voicemail set-up, CASE enrollment, and emergency preparedness. Provide hiring manager with detailed recap of actions taken. Document new hire training resources provided, general AAR orientation and campus information.

• Manage the off-boarding process for separating and transferring team members.

• Update AAR internal directories, phone lists, electronic distribution groups, staff rosters, and floor plans.

• Serve as the Sharepoint/Nucleus content manager for the Finance and Facilities department.

• Assist with planning, implementation, and documentation of AAR Emergency Preparedness Plan and other safety and security initiatives including AED, First-Aid and ergonomic training.

• Other day-to-day activities as assigned, which will include procuring electronic equipment and office supplies

Basic Qualifications

• A minimum of three years of progressively responsible administrative experience.

• High level of analytical skills and strong attention to detail with excellent follow through.

• Excellent organization and time management skills and capable of managing and prioritizing multiple assignments with meticulous attention to detail and accuracy.

• Strong customer service orientation or help desk experience with friendly demeanor. Ability to interface with all levels of staff including leadership and external customers.

• Ability to work effectively in a high-volume and fast-paced environment. Ability to stay organized and prioritize effectively with competing priorities, multiple interruptions and tight deadlines.

• Tact, discretion, diplomacy; experience and judgment to deal appropriately with confidential information. Well-spoken and poised, with the highest standards of professionalism maintained at all times.

• Someone who can work independently and operate with a high level of autonomy.

• Strong proficiency with Microsoft Office applications including demonstrated ability with Excel, Word and Power Point.

• Excellent written and verbal communication skills and interpersonal skills, with the ability to communicate clearly, tactfully and persuasively within the institution and to external constituents.

• Strong orientation to teamwork and ability to bring others together to solve problems and balance competing priorities effectively.

Skill Level:

Intermediate level

About Aston Carter:

Please Note: Scammers are posing as Aston Carter. We’ll never contact you via Gmail, Telegram, or WhatsApp and we’ll never solicit money from you.

At Aston Carter, we’re dedicated to expanding career opportunities for the skilled professionals who power our business. Our success is driven by the talented, motivated people who join our team across a range of positions – from recruiting, sales and delivery to corporate roles. As part of our team, employees have the opportunity for long-term career success, where hard work is rewarded and the potential for growth is limitless.

Established in 1997, Aston Carter is a leading staffing and consulting firm, providing high-caliber talent and premium services to more than 7,000 companies across North America. Spanning four continents and more than 200 offices, we extend our clients’ capabilities by seeking solvers and delivering solutions to address today’s workforce challenges. For organizations looking for innovative solutions shaped by critical-thinking professionals, visit ~~~. Aston Carter is a company within Allegis Group, a global leader in talent solutions.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please call ~~~ or email ~~~ (~~~) for other accommodation options. However, if you have questions about this position, please contact the Recruiter located at the bottom of the job posting. The Recruiter is the sole point of contact for questions about this position.