Financial and Operations Assistant, Image Permanence Institute at Rochester Institute of Technology in Rochester, NY

Job description

Position Highlights Reporting to the Executive Director of the Image Permanence Institute (IPI), a preservation research center and RIT enterprise center, the Financial and Operations Assistant is responsible for ensuring the accuracy of accounting transactions, providing accounting support, and excellent customer service for IPI, including: completing account reconciliations; processing journal entries; reviewing transactions to ensure compliance with University policies and procedures and all applicable regulatory requirements; accessing and distributing financial reports to IPI’s Executive Director and Director of Research; and, responding to customer inquiries regarding accounting processes. The Financial and Operations Assistant also administers financial aspects of externally funded grants and contracts, including providing direct support to the Principal Investigators and serving as a liaison between IPI and Sponsored Programs Accounting and the Office of Legal Affairs. This position administers all aspects of IPI ecommerce order activity, including processing daily orders received via IPI’s online shopping cart, preparing packages for shipment, creating invoices and packing slips, following up on past-due accounts, maintaining product inventory, and running reports. The Financial and Operations Assistant works with RIT Shipping, Student Financial Services and Accounting for order administration, provides general customer service, answers the department phone, and orders office supplies. Essential Duties & Responsibilities Tracks spending, ensuring all financial activities align with university priorities and guidelines Records and processes day-to-day financial transactions. Collects and maintains accurate financial records and data in compliance with RIT policies and local, state, or federal regulations Conducts financial analyses for special projects and provides detailed reporting on expenses and budget variances Coordinates procurement activities in support of the financial operations Supports human resources and financial administration by preparing and processing relevant documentation, ensuring accurate payroll and benefits records Ensures timely and accurate financial reporting and forecasting by collaborating with departmental teams, enabling effective budget management and strategic decision-making Other duties as assigned Knowledge, Skills, & Abilities Knowledge of accounting, finance, and budgeting practices and protocols to ensure accurate financial management and compliance Knowledge of enterprise-wide financial applications and Microsoft Office Skill in analyzing financial data and preparing detailed reports to support decision-making and budgeting activities Skill in written, verbal, and interpersonal communication and customer service Ability to maintain organized and accurate financial records, ensuring all transactions are properly documented and tracked Ability to maintain a high level of confidentiality when handling sensitive information Minimum Education & Experience Associate's degree in related field 4 years of relevant experience Equivalent combination of experience and education may be considered Job Level Overview Operations, Administrative, Service, or Technical Support Level 2 - An intermediate level role with working foundational knowledge and skills to perform routine and occasionally non-routine tasks. Tasks may require interpretation or deviation from standard procedures. May provide assistance to entry level staff. FLSA Category Non-Exempt Work Location On Campus Compensation $19.65 - $31.45 Hourly Application Materials When you are ready to complete an application for this position please be prepared to submit the below requested information. This will be required to ensure your application is processed in a timely manner. Cover Letter, Curriculum Vitae or Resume Candidates must be eligible to work in the United States. Additional Details In compliance with NYS's Pay Transparency Act