Finance Coordinator

Salk Institute Office of Technology Development • San Diego, CA

19h • $27 - $35 • Onsite

About The Position

Under the direct supervision of the Chief Financial Officer (CFO), this position
provides high-level administrative and organizational support to the CFO and the
Finance department in a fast-paced, high-volume environment. The ideal candidate
is a self-starter with strong attention to detail, the ability to handle
confidential information with discretion, and a foundational understanding of
finance-related processes.

This role is well-suited for an individual who thrives in a dynamic environment,
demonstrates strong organization and time management skills, and can effectively
manage shifting priorities. The position requires excellent communication skills
to coordinate with a wide range of internal and external stakeholders, as well
as the ability to support and manage projects with defined deadlines.

Requirements

• Bachelor's Degree from four-year college or university in relevant field such as Finance, Accounting, or other business field, or equivalent combination of education and related experience.
• Minimum of three years of professional work experience in an administrative support or management assistant role within an Accounting or Finance department or a bank/financial institution.
• Computer skills required: Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word, Outlook) and Adobe Acrobat; familiarity with accounting or financial software. ChatGPT and other AI tools.
• Valid CA driver’s license, clean driving record, and transportation.

Nice To Haves

• Certificates, licenses, and registrations preferred: Notary, or willingness to become a notary.

Responsibilities

• Serves as the primary administrative contact supporting the CFO, the Senior Director of Finance, and the Finance department.
• Schedules meetings, conference calls, and events as requested. Ensures all logistical details are handled (e.g., meeting space, equipment, refreshments, etc.).
• Drafts, proofreads, and/or edits correspondence for the CFO, including emails, letters, and reports. Ensures all materials are accurate, well-organized, and ready on time.
• Processes credit card expenditures and expense reports.
• Manages the Finance department general phone line and CFO’s phone as needed; responds to routine inquiries, and escalates matters appropriately and in a timely manner.
• Serves as initial point of contact for in-person visitors, addressing routine questions or directing them to the appropriate contact. Coordinates visitor registration with Security Department and provides directions as needed.
• Assists with organizing and executing projects, tracking deadlines, deliverables, and progress, as needed.
• Drives to the Institute’s main campus, the bank, and the post office/FedEx as needed.
• Monitors Finance email inbox, responds to routine inquiries, organizes and files correspondence, and escalates matters as appropriate.
• Monitors Investments email inbox, filing incoming emails and attachments, ensuring all important documents are properly archived.
• Photocopies, scans, and prints both general and confidential
• Participates in team meetings and may prepare agendas and record meeting minutes.
• Schedules and coordinates arrangements for department/team events.
• Prepares, sorts, and distributes incoming and outgoing mail and packages.
• Provides administrative support during peak periods, staff absences, or vacancies.
• Orders office supplies, materials, and equipment, maintains inventory, and performs basic troubleshooting of office equipment to ensure smooth operation of Finance office.
• Liaises with internal departments such as Facilities and Information Technology to initiate and schedule work/service orders, and schedules services with outside vendors.
• Tracks all completed journal entries on the Control Log on a daily basis.
• Tracks all reviewed and approved reconciliations on a monthly basis.
• Sets up new vendors, makes banking and other changes to existing vendor profiles, and uploads vendors’ W-9s.
• Sets up vendor direct deposit payments.
• Performs general administrative duties and supports special projects, as assigned.
• Performs other related duties as assigned by management.

Benefits

• Salk Institute offers competitive benefits, including medical, dental, vision, retirement, paid time off, tuition reimbursement, patient advocacy services, and transit/parking program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level