Financial and Operations Assistant, Image Permanence Institute

Rochester Institute of Technology•Rochester, NY

1d•Onsite

About The Position

The Financial and Operations Assistant supports the Image Permanence Institute (IPI), a preservation research center and RIT enterprise center, by ensuring accurate accounting transactions, providing accounting support, and delivering customer service. Reporting to IPI’s Executive Director, the position completes account reconciliations and journal entries, reviews transactions for compliance with university policies and applicable regulations, distributes financial reports, and responds to accounting-process inquiries. The role also administers financial aspects of externally funded grants and contracts, supports Principal Investigators, and liaises with Sponsored Programs Accounting and the Office of Legal Affairs. The position manages IPI ecommerce orders, including processing daily online orders, preparing shipments, creating invoices and packing slips, following up on overdue accounts, maintaining product inventory, and running reports. It coordinates order administration with RIT Shipping, Student Financial Services, and Accounting, provides general customer service, answers the department phone, and orders office supplies. Additional responsibilities include tracking spending, processing transactions, maintaining financial records, analyzing budgets and expenses, coordinating procurement, supporting human resources and financial administration, and contributing to reporting and forecasting.

Requirements

Associate’s degree in a related field, or an equivalent combination of experience and education.
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 for decision-making and budgeting.
Written, verbal, interpersonal communication, and customer service skills.
Ability to maintain organized, accurate, and properly documented financial records.
Ability to maintain confidentiality when handling sensitive information.
Candidates 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.
Collect and maintain accurate financial records and data in compliance with RIT policies and applicable local, state, and federal regulations.
Complete account reconciliations and process journal entries.
Review transactions for compliance with university policies, procedures, and 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.
Administer financial aspects of externally funded grants and contracts, directly supporting Principal Investigators and liaising with Sponsored Programs Accounting and the Office of Legal Affairs.
Process daily ecommerce orders received through IPI’s online shopping cart; 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.
Prepare and process documentation supporting human resources and financial administration, including accurate payroll and benefits records.
Collaborate with departmental teams to support timely financial reporting and forecasting, budget management, and strategic decision-making.
Perform other duties as assigned.