Financial and Operations Assistant, Image Permanence Institute

Rochester Institute of Technology•Rochester, NY

3d•$20 - $31•Onsite

About The Position

The Financial and Operations Assistant at the Image Permanence Institute (IPI), a preservation research center and RIT enterprise center, ensures accurate accounting transactions, provides accounting support, and delivers customer service. Reporting to the Executive Director of IPI, the role reconciles accounts, processes journal entries, reviews transactions for compliance with university policies and applicable regulations, accesses and distributes financial reports to IPI leadership, and responds to customer questions about accounting processes. The position administers financial aspects of externally funded grants and contracts, supports Principal Investigators, and liaises with Sponsored Programs Accounting and the Office of Legal Affairs. It also manages IPI ecommerce orders, including processing daily orders, preparing shipments, creating invoices and packing slips, following up on overdue accounts, maintaining product inventory, and running reports. The role coordinates with RIT Shipping, Student Financial Services, and Accounting; provides general customer service; answers the department phone; and orders office supplies. Additional duties include tracking spending, maintaining financial records, analyzing expenses and budget variances, coordinating procurement, supporting human resources and financial administration, and collaborating on financial reporting and forecasting. The position is an intermediate-level support role that may involve routine and occasionally non-routine tasks, interpretation or deviation from standard procedures, and assistance to entry-level staff.

Requirements

Associate’s degree in a related field, or an equivalent combination of education and experience.
Four years of relevant experience, or an equivalent combination of experience and education.
Knowledge of accounting, finance, and budgeting practices and protocols.
Knowledge of enterprise-wide financial applications and Microsoft Office.
Ability to analyze financial data and prepare detailed reports supporting decision-making and budgeting.
Written, verbal, and interpersonal communication and customer service skills.
Ability to maintain organized and accurate financial records and document and track transactions properly.
Ability to maintain confidentiality when handling sensitive information.
Must be eligible to work in the United States.

Responsibilities

Track spending and ensure financial activities align with university priorities and guidelines.
Record and process day-to-day financial transactions and maintain accurate financial records in compliance with RIT policies and applicable regulations.
Complete account reconciliations and process journal entries.
Review transactions for compliance with university policies, procedures, and applicable regulatory requirements.
Access and distribute financial reports to IPI’s Executive Director and Director of Research.
Conduct financial analyses for special projects and report on expenses and budget variances.
Coordinate procurement activities in support of financial operations.
Support human resources and financial administration by preparing and processing documentation and ensuring accurate payroll and benefits records.
Collaborate with departmental teams on timely and accurate financial reporting and forecasting.
Administer financial aspects of externally funded grants and contracts, provide support to Principal Investigators, and liaise with Sponsored Programs Accounting and the Office of Legal Affairs.
Process daily ecommerce orders, prepare packages for shipment, create invoices and packing slips, follow up on past-due accounts, maintain product inventory, and run reports.
Coordinate order administration with RIT Shipping, Student Financial Services, and Accounting.
Provide customer service, respond to accounting-process inquiries, answer the department phone, and order office supplies.
Perform other duties as assigned.