Data Entry Coordinator I

Rochester, NY



With direction from the Staff Accountant and with some latitude for independent decision-making, supports the Business Office in a large academic/research department. Interfaces directly with faculty, staff, students, administration, and outside vendors to accurately maintain records, ledgers, orders, and contracts using FileMaker Pro and Excel.

Data Entry -35%

Accurately and meticulously enters new laboratory and staff order data using Microsoft Excel and FileMaker Pro, to ensure accurate tracking of orders. Investigates errors to maintain accuracy on financial reports and to provide critical data for those pulling order information in a hurry.

Gathering and Assembling Backup for Monthly Ledger Reconciliations -20%

Assists the Staff Accountant with ledger reconciliation by making sure all items on the ledger are in the applicable Open Orders Folder for each grant and/or department account and cross-references those items that have been posted to the monthly ledgers. Researches and tracks missing order paperwork by investigating the timeline and process flow among coworkers, laboratories, and other departments. Determines where the charge originated by cross-referencing the ledger, the Workday online system, and searching the internal FileMaker and Box databases for similar orders until the paperwork is located. Requests missing information from laboratories and departments as necessary.

Backup for Purchasing Agent - 20%

Serves as a backup for the Purchasing Agent. Obtains price quotes; reviews order forms/emails for completeness; places orders for consumables, services and equipment in Workday or with P-card; follows up on delivery and resolves errors; reviews paperwork for completeness for audit purposes; processes returns for incorrect merchandise, duplicate shipments, equipment to be repaired, etc.; prepares request forms for the Medical Supply Center; handles USPS shipping.

Backup for Equipment Administrator - 10%

Assists and serves as a backup for the Equipment Administrator, who tracks and tags all departmental equipment orders with Property Accounting/UR ID tags, records serial numbers, and returns paperwork to Property Accounting. Assists in managing and updating records in UR Space and FileMaker Pro. Investigates problems with invoices and works with Property Accounting to tag equipment and resolve errors. Prepares charts and reports as requested.

Invoice Payment Approval -10%

Receives and downloads invoices from internal Cost Centers and obtains approvals. Reviews and approves blanket order invoices and sends to Accounts Payable for processing. Prepares SIR (Supplier Invoice Request) forms by utilizing the Workday online system. Attends training and keeps abreast of new policies and/or changes to the policies as needed.

Other - 5%

Maintains the Biology Financial Records database and assists with blanket purchase order renewals. Handles petty cash reimbursements, check deposits, and completes filing, copying and other clerical duties as needed.


Associates degree and/or 1-2 years of relevant experience. Must possess moderate knowledge of Microsoft Suite (Word, Excel, Outlook), FileMaker Pro and/or Access, and be comfortable working within web-based systems. The successful applicant will be responsible and well organized, flexible, adaptable, and will work well with different personalities in a busy, close-quarters office. Customer service skills are appreciated. Must be motivated and work with a sense of urgency. Candidate will be expected to work independently at times, with latitude for judgment.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $ 17.00 - $ 22.10 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: The College
Full/Part Time: Full-Time