Financial Administrative / Subscriptions Assistant

The National Academies of Sciences, Engineering, and Medicine value diversity in our members, volunteers, and staff and strive for a culture of inclusion in our workplace and activities. Convening a diverse community to exchange ideas and perspectives enhances the quality of our work and increases our relevance as advisers to the nation about the most complex issues facing the nation and the world.

NAS Building

National Academies of Sciences Engineering Medicine

<br /><br />The National Academies of Sciences, Engineering, and Medicine provide independent, objective advice to inform policy with evidence, spark progress and innovation, and confront challenging issues for the benefit of society. We marshal knowledge and expertise across disciplines to study complex and sometimes contentious issues, reach consensus based on the evidence, and identify the best path forward.

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Full time

Overview: <strong>Req. No.: R0001895</strong><br /><br />The Proceedings of the National Academy of Sciences (PNAS), a peer-reviewed journal of the National Academy of Sciences (NAS), is an authoritative source of high-impact, original research that broadly spans the biological, physical, and social sciences. The journal is global in scope, and submission is open to all researchers worldwide.<br /><br />The Financial Admin/Subscriptions Assistant provides general administrative support for subscription and business operation services. Performs various clerical, accounting, and financial functions per standard procedures in accounts payable, travel accounting, procurement, ITS requests, meeting logistics, and subscriptions-related customer inquiries. Proceeds on own initiative in compliance with policies, procedures, and practices but receives guidance or expertise from supervisor or higher-level staff when needed.<br /><br />Candidates should be a good communicator, have a professional demeanor, and have a strong customer-centric focus. Ability to solve problems of varying scopes and exercise latitude for independent judgment and action. Follows established procedures and guidelines to perform tasks accurately and on time. Ability to work successfully in a team environment. Excellent written and oral skills with a proven ability to effectively interact with all levels of employees.
Responsibilities: <ul> <li>Audits and reviews invoices for processing. Researches discrepancies. Prepares wire transfer forms and quarterly editorial invoices, verifies information, and resolves routine problems. Responds to inquiries from vendors and staff.</li> <li>Confirms receipt of subscription payments, resolves payment questions and discrepancies, ensures payments are accurately posted, etc.</li> <li>Provide support answering queries about subscription access, usage statistics, and invoice requests.</li> <li>Manage meeting logistics for PNAS staff events and functions. May include obtaining quotes/contract agreements with service providers, booking space, submitting catering orders, making arrangements with third-party vendors, etc.</li> <li>Handle routine administrative functions including completion of new hire request forms, maintaining the organizational chart/staff contact list, office supply ordering, etc. Supports employee onboarding by welcoming new staff and ensuring they have been added to internal networks, calendars, and messaging channels.</li> <li>Process travel bookings for staff and editorial board, review receipts, input travel expense data, reconcile payments against corporate credits, send reminders to encourage prompt completion of TERs, etc.</li> <li>Updates procurement database to track funding, expirations, and modification requests. Enter requisitions and review internal submissions for accuracy and completeness. Routinely provide RSOs status updates for procurement items within their purview.</li> <li>Maintain an appropriate standard of confidentiality. When handling secure, privileged, sensitive, or confidential information and matters, maintains strict confidence and exercises care to prevent disclosure to others&mdash;only accessing confidential data for work-related reasons following the policies and procedures of the organization.</li> </ul> <strong>NONESSENTIAL JOB DUTIES</strong><br /><br />Related duties and special projects as assigned.
Requirements: <p><strong>Required Knowledge, Skills, and Abilities:</strong> &nbsp;Proficiency in Microsoft Excel. Ability to solve basic and repetitive intellectual problems. Ability to work successfully in a team environment. Ability to develop relationships with co-workers and employees in other National Academies' departments through effective communication. Good communication skills and ability to effectively interact with all levels of employees.</p> <p><strong>Minimum Education/Training Requirements:</strong> &nbsp;High school diploma, GED, or equivalent knowledge.</p> <p><strong>Minimum Experience:</strong> &nbsp;Two years of related experience.</p> <p><strong>Physical Capabilities:</strong> &nbsp;Ability to work at a computer for extended periods of time.</p> <p><strong>Required Licenses, Certification or Registration:</strong> &nbsp;None.</p> <p><strong>Supervisory Responsibilities/Controls:</strong> &nbsp;Reports to Supervisor/Manager. Supervisor is available to organize and review work.</p>