Accounts and Events Manager, Janet Prindle Institute for Ethics (JPIE)

DePauw University is an Equal Employment Opportunity Employer: Women, members of underrepresented groups, and persons with disabilities are encouraged to apply.

Position will remain open until filled. 

Please go to University Profile for more information about DePauw.

Position Summary

The Accounts and Events Manager helps to manage the Prindle Institute's Accounts and budgets, as well as providing logistical and planning support for events organized by the Institute. While the priority is on these two areas, the Accounts and Events Manager may also provide clerical, administrative, and office support for Prindle Institute staff.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Accounts

Budgeting and Inventory

• Ensure through ongoing budget tracking that the Institute's actual costs are tracking with its budgeted costs and that endowed funds are being spent as required
• Assist the Director and Associate Director in preparing the year-end budget report and throughout the reconciling process
• Oversee the payment of all invoices, honoraria, and employee reimbursements
• Coordinate with campus departments to transfer funds as needed (or provide information for fund transfer or reconciliation)
• Assist in keeping a regularly updated inventory of equipment and supplies
• Manage subscriptions and determine whether they are needed/appropriate at the current level given the Institute's initiatives and goals
• Create new budget account object codes as needed and make recommendations for ways of better organizing/managing the Institute's budget and finances
• Work with the Director, Associate Director, Associate Director for Content Strategy, and Manager of Campus Programming to strategize efficient and sustainable ways to use Prindle funds

Commercial Cards

• Oversee expense tracking and commercial card reconciliation for all Prindle Institute staff and cards
• Ensure interns and staff without commercial cards have the means to pay for their expenses while traveling on behalf of the Institute, either by shadowing a staff member or by authorizing them to use a Prindle Institute credit card
• Ensure any staff member or intern who is entrusted with a commercial card is knowledgeable about the rules for its use

Purchasing/Spending

• Prepare requisitions and purchase orders for internal and outside service providers
• Order office and kitchen supplies as needed
• Serve as liaison to travel agency to make arrangements for staff or guest speaker travel
• Prepare Letters of Agreement for the Director's signature for any outside contractor or speaker for the Institute making sure to include the appropriate paperwork to be completed by the outside contractor/speaker

Revenue Processing

• Check monthly for deposits to DePauw from the Prindle Institute's Stripe (or equivalent system) account and prepare a monthly report to send to the Business Office that supports Stripe (or equivalent system) deposits
• Assist the Director, Associate Director, and Associate Director of Content Strategy in the preparation of Statements of Work for external clients and work with the Finance Office to ensure that contracts comply with university policy

Stewardship

• Keep detailed records of spending from the Institute's different funds and give a comprehensive report annually to the Development and Alumni Engagement division's Stewardship Department
• Draft other donor stewardship letters as directed by and on behalf of the Director

Hiring

• Work with Financial Aid to complete the appropriate paperwork, create an online position, and track hours for work study students
• Create positions and hire students in the university ERP system
• Track Hillman Intern hours
• Work with Human Resources to complete the appropriate paperwork to hire/pay staff
• Work with Human Resources to post jobs, track applications, select finalists, and set up interviews

Events

Building Maintenance

• Serve as the main point of contact for building and grounds maintenance and repairs
• Manage the locking and unlocking of the Prindle Institute doors and gates using the online system or by contacting Facilities, including those needed for Prindle Reading Courses
• Manage the distribution of keys to employees and other members of the DePauw community who have office space at Prindle

Events

• Create and implement a system to handle inquiries, bookings, and details with groups (both internal and external to DePauw) using the Prindle Institute building
• Assist with large-scale Prindle-sponsored events including logistical support (catering, travel, lodging, printing), communication with stakeholders, and planning
• Serve as the main point of contact for events held at the Prindle Institute

Miscellaneous

• Order books as needed for the Prindle Library and have them cataloged
• Work with the Roy O. West (ROW) circulation desk to check books out and reshelve them
• After the ROW librarian conducts the annual inventory, try to find any books that might have gone missing.
• Work with other units on campus to further collaborative initiatives/projects, especially those that fall under the School of Business and Leadership
• Serve as an ex-officio member of the Prindle Institute Advisory Committee and in that role, attends meetings, takes minutes, finalizes the meeting agenda, sends meeting notices, and tracks the committee's budget.
• Provide administrative support for another unit at DePauw up to but not exceeding 10% of total time.
• Other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability - Ability to accept responsibility and account for his/her actions
• Analytical Skills - Ability to use thinking and reasoning to solve a problem
• Autonomy - Ability to work independently with minimal supervision
• Communication, Oral - Ability to communicate effectively with others using the spoken word
• Communication, Written - Ability to communicate in writing clearly and concisely
• Customer Oriented - Ability to take care of customers' needs while following University procedures
• Detail Oriented - Ability to pay attention to the minute details of a project or task
• Diversity Oriented - Commitment to valuing a variety of different experiences, encouraging input and collaboration from campus stakeholders, including being mindful of experiences related, but not limited to: age, gender, race, ethnicity, religion, socio-economic status, LGBTQ, and/or job type
• Flexible -- Ability and willingness to quickly shift focus between projects when the need arises
• Organized - Possessing the trait of being organized or following a systematic

method of performing a task.

• Reading Comprehension -- Ability to comprehend complex written materials
• Self-Motivated Learner -- Able to identify what knowledge and skills are needed to complete a task and seek out opportunities to acquire them
• Problem Solving - Ability to find a solution for or to deal proactively with work-related problems
• Project Management - Ability to organize and direct a project to completion
• Relationship Building -- Ability to work effectively with individuals with different backgrounds and experiences
• Time Management -- Ability to utilize the available time to organize and complete work within given deadlines
• Strong organizational and interpersonal skills.

Education: High school diploma required, Associates or Bachelor's degree preferred.

Experience: Minimum of 2 years' experience working in an office setting that includes experience managing budgets, accounts, or related business operations as well as experience organizing events or other complex initiatives.

Communication/Language: Ability to read, listen to and comprehend simple and complex instructions, correspondence, and memos. Excellent writing and presentation skills and the ability to write and communicate simple and complex correspondence

Math Ability: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

Computer Skills: Proficient computer skills to perform tasks such as word processing, spreadsheets, budget tracking, website searches and maintenance, and e-mail correspondence. Competence with Microsoft Office Suite, Google Docs, Wordpress, and Adobe Photoshop is desirable.