Job Description

Job Description:

Responsibilities:

• â‹Proactively identify funded travelers and vendors for Stone Center events, ensuring that each has an active PaymentWorks account with the University of Chicago.
• Initiate and submit Supplier Setup requests for funded travelers and vendors through the University of Chicago's Service-Now portal, ensuring smooth integration into Oracle upon approval.
• Oversee the progress of each Supplier Setup request, ensuring timely and accurate completion. Proactively troubleshoot and resolve any issues by collaborating with University Financial Services staff and suppliers via the Service-Now portal.
• Serve as the primary point of contact for payees, providing guidance and support throughout the supplier setup and reimbursement processes to ensure a smooth and seamless experience.
• Initiate payment requisitions in Oracle for each funded traveler and vendor, ensuring timely and accurate submission. Track the progress of each request to guarantee efficient reimbursement processing.
• Once requisitions are approved and assigned a PO number, submit invoices for payment to the University of Chicagoâ™s Invoices department, ensuring all documentation is accurate and complete.
• Perform regular audits of unconfirmed POs, submitting a Purchasing/Payment Inquiry via the Service-Now portal. This process requires proficiency in Excel to compile and deliver the detailed list of unconfirmed POs, ensuring timely follow-up and resolution.
• Manage travel and business reimbursements for funded travelers, workshop guests, and event participants, ensuring all claims are processed efficiently and in compliance with internal Stone Center and University of Chicago policies.
• Deliver consistent, high-quality customer service by promptly addressing internal and external stakeholder inquiries, and effectively resolving escalated issues related to accounts payable.
• Reconcile expenses and submit detailed expense reports as a delegate for various Stone Center activities and senior personnel, ensuring timely processing and compliance with University of Chicago policies.
• Proactively identify opportunities to streamline procedures and enhance financial systems related to travel reimbursements, vendor payments, and supplier setup, prioritizing efficiency and accuracy.
• Participate in departmental training sessions and assist with financial system updates to ensure seamless and efficient processing of transactions amid an extended financial system roll-out.
• Contribute to the month-end and year-end close processes, ensuring timely and accurate financial reporting.

Competencies:

• Exceptional problem-solving, customer service, and communication skills.
• Strong analytical skills and proven ability to reconcile financial data and review financial documents for accuracy.

Education, Experience or Certifications:

Education:

• High school diploma (required)
• Bachelorâ™s degree, in a related field such as accounting, finance, or business administration preferred.

Experience:

• Finance-related experience is required.

Technical Knowledge or Skills:

• Proficiency in expense management systems (e.g., Concur) and experience with ERP systems (e.g., Oracle Fusion) is preferred.
• Experience working with invoice processing platforms and imaging systems in an AP environment is preferred.
• Strong computer skills, including proficiency with Microsoft Office Suite (i.e., Excel), Outlook, and Oracle systems.

Working Conditions and Physical Requirements:

• This position is hybrid and part-time, approximately 15 hours per week.

Required Documents:

• Resume/CV
• Cover Letter

The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.

The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.

About University of Chicago (UC)

One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.

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