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University of Rochester Department of Psychology Accounting & Operations Assistant - 237047 in Rochester, New York

Department of Psychology Accounting & Operations Assistant Job ID 237047

Location The College Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 010 Psychology




With a positive customer service attitude and commitment to excellence, our Accounting & Operations Assistant will provide professional, financial, and administrative support to the Manager of Finance & Administration (MGR) and the Department Administrator in the department of Psychology. Using independent judgment, leads financial troubleshooting projects and communicates with people inside and outside of the department as needed, providing timely information, suggesting solutions, and carrying out corrective actions.

Finance and Accounting 30%

  • Manages a substantial monthly volume of encumbrances for a large academic and research department with an active faculty, undergraduate, and graduate program.

  • Prepares, manages, and performs account closeouts at MGR’s request and in conjunction with ORACS.

  • Creates and/or makes improvements and updates to standard and ad hoc reports and shadow systems based on analysis of trends, changes in regulations, PI, or MGR request.

  • Maintains files and improves systems for the monthly reports and reconciliations. Using experience, knowledge, and independent judgment, reconcile and coordinate all FAO account records.

  • Maintains a shadow system in excel with accurate budget to actuals, ensuring spending is in line with budgeted goals and notifying MGR of variances.

  • Accurately prepares journal entries at MGR request; fluent in UR Financials reporting for researching expenses; understands signatory authority and how to find appropriate people across various campuses of the university as needed. Able to coordinate corrections across multiple units/departments/schools and able to see corrections through to completion.

  • Able to investigate ledger activity and develop financial projections utilizing UR Financials, Cognos, Excel, etc.

  • Performs additional financial/accounting duties as needed.

Compliance and Tracking 30%

  • Prepares monthly ledger presentations for monthly effort + financials certification. Schedules and Documents certification meetings per UR policy.

  • Strong understanding of the concepts of Internal Controls and Separation of Duties to ensure the integrity of our department’s finances and research numbers. Maintains proper backup documentation for all department expenses, bringing errors or questionable items to MGR attention, recommending corrective action; understands that backup needs to cover all aspects of an expense (from the initial request, quote, approvals, specifications, discounts, tax exemption, receipts, and proper documentation and signatures along the way); collects and combines into a single PDF, names, and catalogues every expense.

  • Understands Record Retention Policy; creates and maintains a tracking plan for locations and dates of data, when old files can be disposed of, how they need to be disposed of, and how to document disposition properly

    Research Administrative Support 20%

  • Research Assistant to the MGR for all pre- and post-award tasks, both ad hoc and routine.

  • Strong independent knowledge and resourcefulness on appropriate policy guidance and funding opportunities in order to assist in all levels of research administration (including budget proposal preparations in Excel).

  • Strong functional understanding of Research Administration; CLASP certified, attends all monthly Research Admin Meetings and disseminates content to MGR if MGR can’t attend.

  • Develops and maintains sponsored project and faculty research accounting workbooks in excel. This requires attention to detail, analytic skill, and excellent organizational skills.

  • Helps MGR and PIs prepare and monitor documents to completion, prepares all materials and templates for submission planning meetings. Solid understanding and ability to navigate OMB 2-CFR-200, NIH GPS, SF 424, UR Policies and Procedures, and any other guidance relevant to an application.

Training and Cash Handling 20%

  • Trains research lab staff to properly use petty cash, amazon electronic gift cards, and/or Accounts Payable-generated checks for research project participants. Understands HIPAA, PHI, and has a strong understanding of payment policies and cash handling gold standards.

  • Manages petty cash, including forecasting of need in advance of potential shortages.

  • Manages all Participant Incentive Accounting, works closely with Lab Manager and Administrator for timely payment to project participants. Assists with handling of incentive payments in accordance with University finance and departmental policies and procedures.


  • General accounting experience, research and academic accounting experience preferred. Familiarity with the University’s Effort Policy strongly preferred.

  • Microsoft Excel, Word, Access, general computer knowledge, ease, and familiarity. Skilled with advanced functionalities in Excel and Adobe Pro. Willingness to learn new skills and grow in a flexible and changing environment. Ability to quickly learn new programs, systems, and software.

  • Demonstrates technical excellence in coordinating projects from inception to completion, delivering on time and accurate results.

  • Possesses strong interpersonal skills, and the ability to handle confidential information in a professional manner

  • Excellent written and verbal skills, strong self-awareness, professionalism, and drive.

  • Strong analytical and organizational skills with sharp attention to detail.

  • Values integrity, accurate data, efficient workflows, outstanding personal performance, demonstrates the MELIORA values.

  • CLASP certification (or successful completion within one year of hire).

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