Financial Coordinator - College of Optometry

Department: Dean, Optometry

Salary: Commensurate with Experience/Education

Description: The College of Optometry is looking for a Financial Coordinator (Level 1 or Level 2) FC1: Coordinates the financial operations of a unit in a college or division. May oversee the activities of clerical financial support personnel.

1. Maintains and reconciles financial accounts and monitors revenues and expenditures for the unit.
2. Coordinates the cash handling function for the unit, including, but not limited to petty cash, gift transmittals and travel reimbursements.
3. Compiles recurring and ad hoc financial reports for management and faculty, assists with budget cycles and advises on accounts status.
4. Updates and maintains an internal accounting system which provides the database for posting and reconciliation capabilities to the Financial Reporting System (FRS).
5. Oversees and schedules duties for staff and/or student workers in the preparation of vouchers, requisitions, SCRs, and travel documents; oversees the filing of financial documents and data entry of related financial information.
6. Trains staff in the preparation of financial documents in compliance with university and college/division policies and procedures.
7. May coordinate and maintain the payroll function for the unit; may coordinate property inventory and serve as property custodian for the unit.
8. Researches and corrects reconciliation discrepancies with reallocations and journal vouchers.
9. May serve as liaison to Office of Grants and Contracts regarding financial issues.
10. Participates in the annual budget development process.
11. Performs other job-related duties as required.

Salary: $18.32 - $20.60 MQ: Requires a basic knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc. as might normally be acquired through attainment of a high school diploma or GED. Requires a minimum of three (3) years of directly job-related experience. FC2:Coordinates the financial operations of a unit in a college or division.  May oversee the activities of clerical financial support personnel.

1. Maintains and reconciles financial accounts and monitors revenues and expenditures for the unit.  
2. Coordinates the cash handling function for the unit, including, but not limited to petty cash, gift transmittals and travel reimbursements. 
3. Compiles recurring and ad hoc financial reports for management and faculty, assists with budget cycles and advises on accounts status.
4. Updates and maintains an internal accounting system which provides the database for posting and reconciliation capabilities to the Financial Reporting System (FRS). 
5. Oversees and schedules duties for staff and/or student workers in the preparation of vouchers, requisitions, SCRs, and travel documents; oversees the filing of financial documents and data entry of related financial information. 
6. Trains staff in the preparation of financial documents in compliance with university and college/division policies and procedures. 
7. May coordinate and maintain the payroll function for the unit; may coordinate property inventory and serve as property custodian for the unit. 
8. Researches and corrects reconciliation discrepancies with reallocations and journal vouchers.
9. May serve as liaison to Office of Grants and Contracts regarding financial issues. 
10. Participates in the annual budget development process. 
11. Performs other job-related duties as required.

Salary: $20.67 - 23.51 MQ: Education: Requires a basic knowledge of grammar, spelling, punctuation and simple mathematical functions like percentages, ratios, etc. as might normally be acquired through attainment of a high school diploma or GED. Experience: Requires a minimum of five (5) years of directly job-related experience. Additional Posting Information: Experience will be considered in lieu of education. Education will be considered in lieu of experience. Position Summary: Financial Coordinators for the College of Optometry are responsible for managing and processing a variety of financial tasks for a large and complex unit, encompassing multiple departments and clinics. Key responsibilities include procurement, travel coordination, cash and check handling, and general ledger journal entries. The role ensures accurate financial record-keeping, compliance with university policies, and efficient financial operations across the Units. Key responsibilities are as follows: Procurement and Vendor Management:

• Serve as the procurement coordinator and P-card holder for the college. Manage procurement card expenses, submitting final expense reports in PeopleSoft Finance.
• Purchase office, teaching and lab supplies, research supplies, and equipment for departments and clinics.
• Utilize proper procurement methods, including spot purchases, informal solicitations, formal solicitations, sole source, and buy boards.
• Register vendors and new employees in PaymentWorks as part of the onboarding process.
• Prepare vouchers to reimburse UH employees for university expenses, create requisitions for equipment and maintenance contracts, goods and service contracts, pay for invoices, and monitor payment status.
• Process contracts and maintain contract log.
• Serve as the liaison to UH Purchasing and Accounts Payable departments.

Travel Coordinator:

• Serve as the travel coordinator and T-Card custodian, including monitoring university travel and reimbursement policies, advising on travel procedures, and managing and auditing payments and reimbursements.
• Process reimbursements to employees and non-employees, including relocation expenses.
• Utilize Concur Travel system for Travel Request and Travel Expense Reports.

Cash/Check/Credit Card Payments Handling:

• Perform cash handling functions and process cash, check, and Gift Transmittal deposits.
• Process daily cash, credit card, CareCredit, electronic fund transfers (ACH), and patient refunds for the clinics.
• Process student application fees, tuition deposits, and all other non-clinic deposits.
• Keep deposit logs accurate and up to date to ensure real-time deposit information is available for unit and cost center managers.
• Create and submit invoices for revenue contracts.
• Prepare journals for ACH and credit card payments.
• Prepare Foundation Payment Request Forms for foundation-related transactions.

Payroll Assistant:

• Prepare position funding and reallocation forms (ePRFs, eRAFs), Personal Action Requests (PARs), faculty reappointment agreements, and Additional Compensation forms.
• Review and correct discrepancies in trial and final payrolls
• Reconcile payroll to assigned budgets

Financial Reporting and Accounting Corrections:

• Update and maintain the college’s internal financial systems for tracking, posting, reporting, and reconciliation capabilities. Document filing of financial transaction documents and data entry of related financial information.
• Collaborate with the Department Business Administrators to resolve reconciliation discrepancies related to expense allocations and account codes and process correction journals and vouchers.
• Prepare ad hoc expenditure reports as requested

Preferred Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Experience in higher education financial operations.
• Experience with enterprise financial systems (e.g., PeopleSoft or similar ERP).
• Proficiency in Microsoft Excel.
• Experience with one or more of the following: purchasing, travel, accounts payables, cash handling, or financial document preparation such as vouchers, requisitions, journals.

APPLICATION REQUIREMENTS Candidates interested in applying for the position must submit the following documents with the application:

• Cover letter describing the manner in which your experience applies to the posting.
• Resume
• Salary History List (Employer name, dates, and last salary)
• Three work references, including current and past supervisors. NOTE: We will maintain your confidentiality and notify you in advance of making contact with any of your references. References will be contacted only after the interviewing process has been completed.