Market Range: 09
Hiring Salary: $22.83/Hourly
JOB SUMMARY/ESSENTIAL JOB FUNCTIONS:
This position is responsible for coordinating business activities in support of the Finance and Administration operations of the Departments of Medicine. This position serves as a liaison between these department's administration, purchasing, business contracts vendors and outside contractors. Under the administrative direction of the administrative Associate Director, this position is an integral part of the monitoring, budgeting and projecting of the departments of Medicine accounts. Business responsibility for this position include account monitoring, financial reporting, ledger reconciliation, and invoice and reimbursement processing and tracking. This position will make decisions regarding contract preparation, routing and tracking; budget preparation and monitoring; expenditure approvals; error identification, escalation, tracking and correction; and position changes in compliance with budgets.
DUTIES AND RESPONSIBILITIES :
- Supervises and coordinates the financial, purchasing, travel and expense processing for the Departments of Medicine.
- Assists faculty and staff in ordering research and office supplies; reviews all purchases to ensure that grants and contracts have adequate funding and proposed expenditure complies with award guidelines.
- Reviews and processes expenses charged on UT Procurement card; ensures proper accounts are charges and entered correctly on IRIS.
- Ensures appropriate financial controls are in place and best practices followed.
- Trains departmental administrative staff on business processes, including IRIS data entry for travel, invoices, requisitions and time entry.
- Initiates and processes all contracts (sponsored and non-sponsored) for the Department of Medicine.
- Initiates new maintenance agreements ensuring best available rates.
- Tracks contract review, ensuring that contract is completed in a timely manner; tracks contract expirations to ensure that renewals are completed before expiration date.
- Reviews IRIS ledgers for accuracy to ensure contract receipts and payments are posted to the correct accounts.
- Processes requisitions and NCJs, if applicable, for special purchases that contain restrictive terms and conditions
- Initiates transfers for Cost Transfer explanation if any needed changes.
- Reconciles state and restricted accounts. Reviews expenditures on monthly ledgers to ensure expenses are posted to correct accounts and comply with policy and procedures.
- Enters monthly and bi-weekly time sheets for Medicine departments.
- Responsible for the maintaining records and calendar of absences for both personal and business leave for faculty and staff by month in binders.
- Performs other business duties as directed.
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