Finance and Accounting Administrator

Department

College The College

About the Department

The College

Job Summary

This role coordinates projects in monitoring the operating and capital budgets for divisions and/or University-wide administrative units. At the instruction of others, performs work that contributes to the development of long- and short-term financial goals, business strategies/plans, and financial forecasts/models for major service programs and initiatives. Utilizes moderate knowledge of finance to help coordinate quarterly and year-end reporting for the operating budget.

Responsibilities

• Supports accounting functions in the College, including accounts payable, accounts receivable, and reconciliation and closing activities. Works closely with central University units to properly record transactions and mitigate risk. Ensures College practices are followed in accordance with University policy and generally accepted accounting practices.
• Serves as primary point of contact for processing vendor invoices, non-staff honoraria, fellowships, scholarships, stipends, and student travel reimbursements through Oracle, Concur, GEMS, and Service Now.
• Coordinates supplier/vendor set-up and manages updates through Service Now. Handles payment resolution issues, including check/ACH cancellation and re-issuance requests, and follows-up on outstanding payment issues.
• Processes internal billing, fund transfers, third party payments, and refunds.
• Tracks transaction activity and balances for gifts and endowments.
• Conducts a thorough review of transactions across multiple payment types, such as ACH, wire transfers, checks, and corporate cards. Supports the audit process for staff GEMS card expenses, ensuring transactions comply with University policies.
• Supports monthly, quarterly, and annual financial planning cycles for the College. Works closely with College and Unit leadership, University partners, and the Budget Office to plan and forecast. Helps develop short- and long-term financial goals, business strategies/plans, and financial models for major programs and initiatives.
• Assists in budget planning and forecasting, collaborating with the Associate Director, Finance and Accounting to support multi-year budget development.
• Prepares variance reports by tracking expenditures and reconciling financial transactions against the budget. Initiates transaction corrections, as necessary.
• Completes financial modeling, data analysis, and quarterly and year-end reporting projects.. Serves as a transaction subject matter expert and University systems resource for College staff and units.
• Assists College staff with transactions in Oracle, Concur, and Workday, and provides guidance on University procurement policies.
• Holds office hours for general questions, system how-tos, and one-on-one coaching.
• Prepares monthly reports, conducts and correct errors in accounts using existing procedures that are in place, and provides advice on the financial impact of human resources and academic affairs decisions.
• May work with other administrators on the procurement process, allocates expenditures for authorization, and advises in communications regarding funding agencies, subcontractors, and others at the instruction and direction of others.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 2-5 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• BS/BA in accounting, finance or relevant field.
• MS/MA/MBA and/or CPA a plus.

Experience:

• Background in internal audit, financial planning, and/or accounting.
• Financial policy, systems, and compliance development experience strongly preferred.

Technical Skills or Knowledge:

• Strong and broad computer skills in word processing, database, spreadsheet, e-mail, and web, including a strong knowledge of Microsoft Office Suite.
• Proficiency with Oracle Financials or other ERPs, and business intelligence tools strongly preferred.
• Advanced Excel skills, including pivot tables, v-lookups, and financial modeling.

Preferred Competencies

• Analytical and problem-solving skills – analyze financial data, reconcile transactions, identify discrepancies, and resolve financial issues independently.
• Budgeting and forecasting – prepare, analyze, and manage budgets, assist with multi-year financial planning, and pro