Assistant Jobs

About The Position

Requirements

• Six years general accounting or finance experience. Education may be substituted for experience on a year for year basis.
• Accounts payable related experience
• Experience using Microsoft Office products including Outlook, Excel, Word and PowerPoint. Excel experience must include basic formulas and pivot tables.
• Excellent communication skills.
• Knowledge of accounting/finance principles and fund accounting.

Nice To Haves

• Bachelor’s degree in accounting, finance, business administration or related field.
• Experience in healthcare and/or an academic setting
• Experience with grant related financial activities/transactions
• Experience with handling travel related reimbursements
• Experience with Workday financial management software
• Experience in account reconciliation
• Experience in customer service
• Experience with managerial accounting reports and expense tracking
• Experience with fund accounting
• Attention to detail.
• Communication.
• Customer service.

Responsibilities

• Process invoices and purchase orders for the department in multiple financial systems.
• Manage all orders, deliveries, and payments to vendors.
• Utilize the Business Procurement Card (BPC) to purchase supplies and equipment as needed and follows all BPC policies and guidelines.
• Coordinate and process all purchases.
• Determine the availability of budget and appropriateness of all purchases.
• Determine approvals for special purchases (software, equipment, etc.).
• Coordinate with vendors as needed to establish them within the university Workday system and requests W-9 forms as needed.
• Determine whether to utilize Purchase Order or BPC; must be fully familiar with both processes within Workday and departmental databases.
• Manage and organize associated documentation for each purchase until the order is closed.
• Maintain complete set of financial records for all department expenditures including state, KU Endowment (KUEA), and grant budgets to correctly encumber funds.
• Perform accounts payable duties including preparation of Check Requests and Purchase Orders for departmental expenses.
• Reconcile monthly reports for state, KUEA, and grant funds monthly, assuring all postings are accurate.
• Provides monthly reconciled financial reports to the Director of Finance & Administration.
• Provides information on accounts as requested by the Director of Finance & Administration.
• Provides quarterly reports on grant funding status to the Primary Investigator(s).
• Prepares grant fiscal reports as required by the funders’ policy and timeline.
• Manages faculty travel reimbursements in an accurate and timely manner.
• Enters Spend Authorization in Workday prior to travel when appropriate.
• Processes Expenses Reports efficiently, obtaining all necessary documentation to ensure a timely reimbursement.
• Determines if all department travel policies and procedures have been followed based on regulations of the State of Kansas, KUMC Research Institute, and KUEA.
• Provide administrative support to the Director of Department Finance and Administration and department Chair.
• Provide backup support for educational programming.

Benefits

• Health insurance
• Dental insurance
• Vision insurance
• Health expense accounts with generous employer contributions
• Employer-paid life insurance
• Long-term disability insurance
• Various additional voluntary insurance plans
• Paid time off, including vacation and sick, begins accruing upon hire
• Ten paid holidays
• One paid discretionary day is available after six months of employment
• Paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment
• Retirement program with a generous employer contribution
• Additional voluntary retirement programs (457 or 403b)