Assistant Finance Manager

Princeton University invites applications for the position of Assistant Finance Manager, for the Department of Campus Dining. This position under general supervision, assists in administrative, accounting and fiscal responsibilities with a primary emphasis on vendor payments for the department.  The Assistant Finance Manager plays a critical role in the daily operations of an energetic, fast paced, and collaborative environment.

Campus Dining, a division of University Services, is a dynamic and progressive culinary organization responsible for the food program management in residential dining halls, retail venues, and catering across campus. The residential dining program consists of six colleges, the graduate school, and a kosher facility. Catering offers the campus community a broad range of services including high profile receptions, full-service dinners, catering delivery service, and a newly developed Food Truck, which currently offers two separate menus. The retail dining program consists of seven cafes, a food gallery located in the Frist Campus Center, a convenience store, Prospect House—the University’s faculty and staff club, Palmer House—a nine-bedroom guest house, and athletic concessions.

Nutrition and sustainability are important initiatives of Campus Dining. Menus provide options for a healthy diet and promote well-balanced meals. Campus Dining also operates an Allergy Awareness Program to assist guests with special dietary needs. In addition, through Campus Dining’s Sustainability Initiative, thoughtful consideration is given to the broader context of social and environmental issues surrounding food production, distribution, and preparation.

The Campus Dining food program is culinary-driven based on culinary principles of healthy and sustainable menus. The food program focuses on scientific research, innovative menu concepts, and food and ingredients. Menus are globally inspired and plant-centric which celebrate cultural diversity and discovery. Campus Dining’s Culinary Council and a team of Food and Beverage professionals develop unique memorable experiences for our students, faculty, and staff. Campus Dining’s vision for the future engages our campus community in activity-based learning.

Our guiding principles are:

• Team and People: to inspire our team of hospitality
• Service Excellence: to deliver excellence in food and beverage service and food and beverage production.
• Efficiency and Effectiveness: to continually develop innovative solutions that are fiscally responsible while being sustainable for our community, health, well-being, and the environment

Purchasing and Accounts Payable Processing

• Reconcile departmental orders and invoices ensuring timely and accurate payment, utilizing University and departmental systems, in adherence to prescribed policies, procedures and standards.
• Verify the accuracy and filing of invoices.
• Correspond with vendors and respond to inquiries. Resolve payment discrepancies, engaging the support of a supervisor, as needed.
• Coordinate receipt of goods and services with Campus Dining Procurement Department.
• Coordinate with department personnel responsible for processing invoices in the department’s food management system.
• Prepare various reports including but not limited to vendor discrepancy report, open purchase order report and ad hoc financial reports.
• Prepare and process electronic transfers and payments.
• Process Match Exceptions for payments made via the University’s accounting system.
• Process invoices and payments to Restaurant Associates
  • Report weekly revenues collected at RA location via campus card or Prime Department billing for Catering. Responsible for processing weekly internal sales reimbursement payments to Restaurant Associates
  • Process invoices to Compass Group for billings of rechargeable campus services provided to Restaurant Associates locations.
  • Once monthly results are determined reasonable by the Associate Director, and reviewed with Office of University Services management, pay (or collect) management and subsidy fees to/from outsourced contract vendor (Restaurant Associates).
  • Responsible for auditing all invoices submitted by outsourced contract vendors to check for accuracy of content as well as initiating documentation for payment of same.
• Work with Finance and Treasury to answer questions and resolve issues related to Prime, accounts payable, journals, purchase orders, and others Finance and Treasury products and processes.

Revenue, Billing and Accounts Receivable

• Perform accounts receivable duties as needed, including journal creation and submission, perform and aggregate system reports.
• Review weekly invoice processing in the department’s catering system to ensure that accounting is accurate, and the department receives income on a weekly schedule.
• Provide support and instruction for invoicing to departmental managers.
• With Accounting Manager, identify external catering revenues to ensure receipt of payment and accurate taxation.
• Process weekly departmental charge file loads for posting in the University’s financial system
• Process billing for summer conference/summer program meals
• Provide support and guidance to Campus Dining managers and administrators for planning, billing and invoicing; these include summer events, Reunions and Orientation.
• Point of Sale - (Currently Agilisys/Atrium)
  • Provide meal transaction data for monthly financial statements and distribution of meal contract revenue.
  • Aggregate swipe data for billing. This includes summer camp, residential college and Center for Jewish Life meal plans, Orientation period, break weeks and special plans such as emergency weather, Ramadan, reunions and ad hoc pilot programs.
  • Report meal use for off campus merchants and calculate payments due.
• Deposits checks related to Restaurant Associates alcohol and taxable sales and processes journals accordingly.

Financial Transacting and Monitoring

• Assist with monthly and year-end financial close.
• Review and audit period inventory reports received from units

Additional Duties and Responsibilities: 

• Undertakes special projects and performs other administrative duties as needed.
• Provide documentation for internal and external audits.
• Schedule periodic meetings with unit managers and storekeepers to review policies and procedures.
• Offer assistance and training regarding the information warehouse, Prime, related online financial resources, and Finance and Treasury processes to departmental staff.
• Participate in training, workshops and seminars to enhance business acumen.
• Periodic critical review of processes and procedures with the goal of increased efficiency and accuracy.

Essential Qualifications:

• Bachelor’s degree in accounting, finance or related field or Bachelor’s degree in another field with 3+ years related experience.
• Good understanding of accounting principles.
• Strong knowledge and functional command of Microsoft Word and Excel.
• Knowledge of and/or ability to learn Prime (financial reporting system) and other University softwares.
• Ability to communicate professionally with vendors, management, administrators and campus partners.
• Ability to provide effective written and oral presentation of information to managers and administrators.
• Strong organizational and problem solving skills, attention to detail, accurate data entry and the ability to prioritize and meet firm deadlines.
• Ability to work under pressure in a busy administrative office.
• Ability to handle sensitive confidential information in a responsible manner.
• Ability to work collaboratively as part of a team.
• Must be effective at listening to, understanding, and clarifying concerns and issues raised by departmental team members, vendors and campus partners.
• Ability to handle a wide variety of tasks simultaneously.
• Ability to work a flexible schedule, including early mornings, late nights, weekends, holidays, and long hours. A typical schedule is 8:45am-5:00pm with Saturday and Sunday as days off.
• Valid driver’s license.
• Essential Personnel, https://www.princeton.edu/hr/policies/conditions/5.0/5.0.4/

Preferred:

• Experience with PeopleSoft or similar financial systems.
• Experience in a hospitality of university environment

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS