The School of Engineering and Applied Sciences’ Department of Electrical and Computer Engineering at the University of Virginia seeks a Bookkeeper/Senior Fiscal Specialist. The successful candidate will be responsible for the department’s accounting, budget projections, budget strategy, financial analysis, purchasing, account reconciliation, and other fiscal-related responsibilities. The candidate will be working with faculty, the department administrative team, and lab personnel to ensure accuracy of fiscal management and reporting.
The incumbent will be responsible for data entry and reporting within the University’s various financial systems and demonstrate extensive knowledge of processing financial transactions through various IT platforms. They will resolve complicated transactional issues, prepare summaries, reports, charts, and graphs as requested, and are distinguished by a depth and breadth of experience.
This position is responsible for a variety of professional level work across various financial disciplines, such as accounting, budget, payroll, financial aid, financial analysis, purchasing, and treasury. Expectations include, but are not limited to:
Reporting & Analysis:
- Reconcile GM and runs monthly reports for GL account reconciliation. Verifies that GL and GM are in sync for each project & award. Reconciles documentation to monthly GM and GL reports following all of the prescribed financial and auditing procedures. Verifies that data entry, coding, and documentation are correct for each project transaction.
- Requests copies of missing documentation. Investigates and resolves outstanding transactions that have not paid after 30 days.
- Monitors approver’s signature for each project reconciliation as verification of reconciliation accuracy and completeness, and sends reminders as needed. Provides training for new faculty as needed.
- Ensures that all reports are maintained for audit purposes.
- Runs ad hoc reports for budget preparation and analysis. Ensures deficits do not occur by checking funding availability.
- Monitor suspense accounts each month and resolve as needed
Purchasing & Accounts Payable:
- Coordinates purchases (non-research, equipment trust fund (ETF), and research) for the department including obtaining vendor quotes, selection, and completion of purchase requisitions.
- Assures that all goods ordered have been received in good condition upon receipt of signed receiving report. Matches invoices to purchase orders and receivers from encumbrance files. Investigates discrepancies by contacting the requestor, vendor, Procurement and other UVA departments as needed.
- Completes cost transfers as needed. Runs problem reports and resolves outstanding items.
- Reviews, balances, and codes expenses on payment vouchers, travel reimbursements, and purchase orders. Assigns the most appropriate expenditure type for each transaction with the correct Project, Task, and Award to minimize cost transfers. Keys departmental payment vouchers into Oracle/Integrated System, or ExpenseUVA(ChromeRiver).
- Verifies direct billings from other UVA departments. Requests credit for charges identified as non-departmental.
- Educates staff on UVA policies and procedures, serving as the department’s subject matter expert on purchasing and A/P.
- Monitors all travel to ensure expenses do not exceed travel allotment and provides ad hoc reports as needed.
Accounts Receivable & Administrative Support:
- Assists in writing, maintaining, and disseminating policy and procedure changes.
- Coordinates record destruction and surplus.
- High School Diploma is required. Associate degree in accounting, finance, or related field is preferred.
- At least two years of experience in a financial discipline or accounting procedures such as bookkeeping, accounting, and/or auditing, preference will be given to candidates with five years of experience.
- Microsoft Office (Word, Excel, PowerPoint, and Outlook), and expert skills in Excel are required.
- Preference will be given for those candidates who have experience in Workday Financials.
- Experience with UVA’s integrated system (Oracle HR/Financial, UBI reporting, and [email protected]), ChromeRiver, Research UVa, effort certification, and entering labor distributions highly desired.
- Culturally competent and able to work effectively with diverse populations is required.
- Must possess exceptional customer service, interpersonal, and active listening skills.
- Excellent organizational and planning skills are required.
- Must have the ability to function within a team and also work effectively independently.
This position will be primarily in-person the Fall 2021 semester and likely transition to primarily hybrid/remote in Spring 2022 semester if performance expectations are met.
Anticipated hiring range: $45,000 – $60,000 annual commensurate with education and experience
This position will remain open until filled. This is an Exempt level, benefited position. The University will perform background checks on all new hires prior to employment.
For questions about the application process, please contact Ashley Cochran, Senior Recruiter at [email protected].
For more information on the benefits at UVA, visit hr.virginia.edu/benefits.
Please apply through Workday, and search for R0029242. Complete an application online with the following documents:
- Cover letter
Upload all materials into the resume submission field, multiple documents can be submitted into this one field. Alternatively, merge all documents into one PDF for submission. Applications that do not contain all required documents will not receive full consideration. Internal applicants must apply through their UVA Workday profile by searching ‘Find Jobs’.
COVID Vaccination Requirement
The University of Virginia expects all current and new employees (UVA Health System and Academic), to be vaccinated against COVID-19.
If hired to work within the University Health System, you will be required to provide proof of vaccination or be willing to receive the vaccination. Employees may request a medical or religious exemption from vaccination.
If hired to work on the Academic side of the University, excluding the School of Medicine, School of Nursing, UPG, and the Health Systems Library, you will be required to provide proof of vaccination or be willing to submit to mandatory, weekly prevalence testing. Employees that are working 100% remotely will not be subject to weekly prevalence testing; however, if the employee works on UVA Grounds (including the Medical Center) even intermittently, then they are required to be tested for COVID-19 once per week on an indefinite basis and follow masking mandates.
NOTE: Some medical and safety-sensitive positions require vaccination and are not eligible for an exemption. For more information on how the vaccination and testing requirements will apply to you at your work location, see the UVA New Hire Vaccination Requirements webpage.
The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician’s Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person’s perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.