Finance Coordinator

Department

Energy Policy Institute at Chicago (EPIC)

About the Department

The University of Chicago Institute for Climate and Energy (CEI) is a groundbreaking effort uniting faculty from across the university to advance society's understanding of our energy and climate future. The Institute combines faculty insights in energy markets and policy, climate systems engineering, and energy technology to produce world-changing ideas while also investing in the next generation of energy and climate thinkers, leaders, and innovators through novel educational programs.

Job Summary

Under the direction of the Director of Finance and Operations, the Finance Coordinator will perform a variety of administrative and operational duties to support the Climate Energy Institute (CEI) financial activities on a daily basis. The role performs routine assignments related to 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. This position will serve as a liaison to the University community regarding procurement/purchasing, payments, and financial operations. This individual will work independently and facilitate solutions to resolve the most complex issues and ensure high-quality financial operations.

Responsibilities

• Supports full accounts payable (A/P) cycle and payment operations including all aspects of vendor payments.

• Understands and complies with the Accounts Payable policies and procedures, and reviews and audits all supplier invoices for policy compliance.

• Processes invoices, reimbursement requests, transfers of funding for internal partners, and non-payroll payments to individuals, partnerships, corporations, vendors, suppliers, and other entities.

• Conducts a thorough review of transactions across all payment types (ACH, wire transfers, checks, and cards).

• Maintains monthly, quarterly and annual A/P and other non-PO payment closing in accordance with university policies.

• Prepares various aging and business metrics reports to review invoices and payment status. Develops and administers accounts payable database; analyzes and manipulates data and prepares standard and ad hoc statistical reports as required.

• Maintains vendor contact and supplier set-up in the University systems, and resolves issues as arises with non-payment of financial transactions.

• Coordinates with Director on the back-office audit function for staff GEMS expenses. Submits system requests for Concur access and GEMS card applications.

• Prepares aging corporate credit card reports and the key person to communicate with card holders to ensure that transactions are reconciled at regular intervals and resolve delinquency to meet Shared Services policies.

• Works with Director to develop data analytics for major spend categories in expense management landscape like airlines, hotel, event, and catering etc.

• Supports Director with cash receipt management.

• Maintains unit-wide costing allocation spreadsheet for each fiscal year; coordinates updates with BFI finance team; enters changes into Workday.

• Performs a variety of accounts receivable/payable related activities using existing procedures to solve routine or standard problems.

• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with guidance and direction from others.

• Collects, interprets, and performs routine analyses of payables data. Likely to act as an informal resource to associates with less experience.

• Reviews invoice payment reports and conducts appropriate payables transactions to correct errors, with skills learned through considerable on-the-job experience.

• Performs other related work as needed.

Minimum Qualifications

Education:

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

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Work Experience:

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

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Certifications:

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Preferred Qualifications

Education:

• Associate degree in accounting, finance, business administration, or a related field.

• Bachelor's degree in accounting, finance, business administration, or a related field.

Preferred Competencies

• Self-starter with a high level of attention to detail.

• Good interpersonal communication and client service skills, both verbal and written.

• Good planning and organizational skills to balance and prioritize multiple projects simultaneously and meet tight deadlines.

• Knowledge of University procurement and finance systems, and University procurement policy.

• Excellent organizational skills.

• Superior degree of professionalism.

• Demonstrates capacity to work independently in an organized detailed manner while maintaining a collaborative team environment.

• Exercise sound judgment and absolute discretion regarding confidential matters with tact.

Application Documents

• Resume/CV (required)
• Cover Letter (required)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

Individual Contributor

FLSA Status

Non-Exempt

Pay Frequency

Biweekly

Scheduled Weekly Hours

37.5

Benefits Eligible

Yes

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Posting Statement

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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