USU Advance Accounting Coordinator (213089)
HJF is seeking an USU Advance Accounting Coordinator to provide cradle to grave support for HJF/USU inter-institution activities currently referred to as “USU POs”. Using HJF’s Purchasing System as a starting point, the position will provide total support for these activities including initiation, pre-payment, invoicing, close-out and tracking of these transactions in both HJF’s systems as well as the USU DAI system. Reports to the Director of Disbursements.
Leads the preparation of inter-institution requests utilizing HJF’s PO system as the tool to record the transaction; Maintains tracking sheets from action creation to ensure timely set-up of advance funds within the DAI System through PO close-out; Follows all actions to completion and escalates any actions that are not processed in a timely manner by working with various HJF and USU departments including SP&A/Clinical Trials/Education programs, USU Financial Management Group (USU FMG) and USU Vice President of Research (USU VPR) to set-up, modify and close out the orders; Reviews invoices submitted by USU and ensures invoiced amounts are appropriate and reasonable and enters the invoices into the HJF system for financial recordation. Facilitates information flow between sponsored project administrators, project managers, HQ Admin primaries, scientific directors, financial groups with the Foundation and USUHS related to the inter-institution actions; Maintains tracking sheet for open actions to ensure invoices are appropriate in comparison to activity recorded in USU DAI and HJF Oracle. Works closely with the close-out team to provide the current status of open commitments on BPOs and POs pending expiring awards; Coordinates with the HJF Admin Primaries to set up & monitor tentative funds in HJF's financial system, while awaiting refunds from USU, to enable PI’s to use the funds during the Award period of performance. Resolves financial issues and other problems, maintains organization and exercises judgment within generally defined practices and policies of the Foundation; Prepares reconciliation od USU Advance account no less than quarterly to ensure proper accounting of advances, expenses and refunds. Ensures all funds are returned for actions closed but not fully utilized. Demonstrates diplomacy when interacting with all internal and external staff. Ensures the Director of Disbursements is aware of any issues or problems as they arise. Other duties as assigned. Required Knowledge, Skills, and Abilities: Detail Oriented. Excellent interpersonal, problem solving and analytical skills, Able to track and compare actions for large amounts of transactions from different systems, facile with excel, ability to handle multiple tasks and make independent business decisions. Knowledge of Excel, Oracle Purchasing and/or Accounts Payable system, Federal DAI system and account reconciliations a plus.
Minimum Education/Training Requirements: Bachelor’s Degree in Finance, Accounting or equivalent experience.
Minimum Experience: 3 – 5 years business experience.
Work Environment: Office environment. Intermittent local travel between HJF, USU and other related DC area locations.
HJF is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.