City: Nashville, TN, US
Employer Reference: 10006551
Company Description
At Vanderbilt University , our work - regardless of title or role - is in service to an important and noble mission in which every member of our community serves in advancing knowledge and transforming lives on a daily basis. Located in Nashville, Tennessee, on a 330+ acre campus and arboretum dating back to 1873, Vanderbilt is proud to have been named as one of “America’s Best Large Employers” as well as a top employer in Tennessee and the Nashville metropolitan area by Forbes for several years running. We welcome those who are interested in learning and growing professionally with an employer that strives to create, foster and sustain opportunities as an employer of choice
We understand you have a choice when choosing where to work and pursue a career. We understand you are unique and have a story. We want to hear it. We encourage you to apply today so that you might become a part of our story.
Vanderbilt University is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran, or any other characteristic protected by law.
Job Description
The Accounting Assistant, a member of the Facilities Business Operations Center team, performs accounting tasks in a varied and highly complex environment exercising a high degree of judgment in selecting and applying guidelines and policy. Many duties involve access and use of confidential information.
An employee in this position enters, processes, and reconciles a wide variety of financial transactions such as purchase requisitions, invoices, vendor statements using a variety of university and departmental software systems and spreadsheets.
About the Work Unit:
Facilities annual budget exceeds $100 million in operating expenses and includes 500+ employees. Facilities manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire Facilities department, in the areas of Finance, Employee Engagement, Systems, Communications and General Administration.
Duties and Responsibilities:
Purchase Requisitions
- Accurately and thoroughly enter requests for purchase requisitions into the Oracle system.
- Track approval process including answering any questions from approvers and following up as needed to ensure timely processing of purchase orders.
- Send notification to applicable parties once purchase order has been implemented.
Invoices
- Review invoices to verify accuracy and completeness, including checking labor rates or other specific line details against the work contract or details related to a lease agreement.
- Coordinate with operational and project managers to confirm work has been sufficiently completed and payment can be issued.
- Follow up with Payment Services to investigate and resolve any delays in payment processing.
- Log invoices into applicable systems (e.g., work order system).
Utilities and Permits
- Download utility bill from utility provider websites several times per week.
- Log utility bills into the system, ensuring accuracy of the invoice.
- Prepare, process, and maintain records for payments required to the State of Tennessee including boilers and other various permitting needs.
Supervisory Relationship:
This position does not have supervisory responsibilities. This position reports administratively and functionally to the Senior Financial Unit Manager for VUMO.
Education and Certifications:
- Associate degree
- Three (3) years of experience in a related environment
- Experience with facilities operations is preferred.
Experience and Skills:
- Demonstrated skill in using Microsoft Office suite of applications, especially Excel.
- Clear communication skills.
- Effective organizational skills and must be able to track many outstanding issues simultaneously.
- Requires strong documentation and follow up skills.
- Experience with work order management (AiM) preferred.
- Experience with enterprise general ledger (Oracle) preferred.