Financial Operations Coordinator

Department

ARD Financial Operations and Administration

About the Department

Alumni Relations and Development (ARD) engages alumni (~220k), current students, parents and friends of the University through intellectual, professional and social activities on campus, around the world and online. ARD raises $600 Million annually to support faculty and researchers, practitioners and patients, and students and programs across the University. Our work supports priorities in every division, school, department, and institute.

The Financial Operations and Administration Team works externally/internally with ARD departments for budget management, financial reporting, payment processing, and facility management. Additionally, extends support and guidance relating to various budget, payment, correction entries for all related system processes and access.

Job Summary

This role provides specialized business support for accounts payable/receivable transactions. Assists in paying vendor invoices and receives and posts customer payments on a timely basis. Ensures that transaction verification procedures are followed with a limited degree of supervision.

Responsibilities

• Performs financial processing for ARD using the University financial system and financial software to ensure unit finances are maintained in an effective, up to date and accurate manner.
• Reviews and submits vendor invoices for payment through the University finance system ensuring accuracy and timely transactions.  
• Answers questions and resolves issues related to accounts receivable/payable and payments to vendors and reimbursements, escalating more complex matters to appropriate financial operations staff.
• Serves as back up for financial operations staff, supporting various financial tasks as needed.
• Assists with special projects, including routine and complex assignments in the areas of finance, department hiring, and facility management.
• Orders all supplies for ARD Facilities.
• Manages all conference room calendars.
• Enters basic data changes in the Phoenix database.
• Seeks opportunities for professional development that will enhance job performance including attending webinars, seminars, building networks within the University and with colleagues at peer institutions.
• Performs a variety of accounts receivable/payable related activities which requires functional knowledge of invoice processing procedures.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include vocational training, apprenticeships or the equivalent experience in related field (not typically required to have a four-year degree).

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Experience:

• Minimum five years of professional experience in nonprofit management, development, alumni relations, marketing, public relations, sales or similar field.
• Managing cross-team projects.

Technical Skills or Knowledge:

• Demonstrated skill and knowledge of, or ability to learn quickly, the internal workings of the University as well as the technology tools available to the Office of Alumni Relations and Development, including Phoenix, the University's Donor Relationship Management System.
• Microsoft Windows computer environment, Microsoft Outlook, Word, Excel, PowerPoint and Access.

Preferred Competencies

• Outstanding interpersonal and communications skills characterized by the ability to listen, speak, and write effectively. Explain complex ideas clearly and simply.
• Manage confidential information with discretion and tact.
• Act with integrity, professionalism, and confidentiality.
• Work collegially and collaboratively in a team setting.
• Self-motivated and take initiative.
• Prioritize multiple projects and independently follow through with detail.

Working Conditions

• This position has a hybrid work schedule which includes weekly in office presence.
• Standard office environment.
• Travel to campus and/or non-campus locations for University business.
• Work evenings and weekends as needed.
• This position is located in Hyde Park at 5235 South Harper Court.

Application Documents