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University of Rochester Staff Accountant - 225507 in Rochester, New York

Staff Accountant

Job ID



School of Medicine & Dentistry

Full/Part Time


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Full Time 40 hours Grade 051 Microbiology Administration


8 AM-4:30 PM



With minimal direction and latitude for independent judgment, manage an assigned group of sponsored research and institutional accounts, with emphasis on post-award administration. Set up, review, reconcile prepare projections, and report on assigned accounts. Prepare and analyze reports related to sponsored research and institutional information. Manage and ensure accurate data in URGEMS, including the review and filing of source documentation for ledger reconciliation and account management. Close out accounts following institutional and sponsor policies. Support faculty with renewal of service contracts and blanket orders, purchase of new equipment, and maintain the department and university equipment records. Utilize University systems, such as UR Financials, HRMS, on-line procurement systems, URSpace and URGEMS, and IORA. Perform non-routine duties involving complexity, confidential information and variety. Work closely with Microbiology & Immunology Faculty, Administrator II, Finance Manager, students, and visitors. Directly reports to Finance Manager.


Prepare, analyze, and review monthly ledger/departmental accounting reports using UR Financials (URF), and reconcile charges with URGEMS. Run, print and sort all monthly reports from URF. Identify problems or errors and correct with appropriate central administrative or service department. Prepare monthly URGEMS encumbrance reports of expenditures and balances, and prepare detailed spreadsheets. Analyze reports for accuracy, spending projections, reasonableness, and adherence to agency guidelines. Prepare, distribute and review reports with principal investigator, Administrator II and Finance Manager as needed. Present recommendations and seek guidance as to the course of action to be taken. Recommend improvements, adaptation and changes in policy and procedures in the accounting system. Obtain Principal Investigator’s (PI) signatures on cover sheets. Prepare reports, such as for projections, and particularly as projects near completion or at fiscal-year end, for review by Chair, Administrator II, PI, ORACS, sponsors, or Auditing. Ensure back-up documentation for expenditures is appropriate, including certification of effort, and will suffice for audit purposes. Keep Administrator II and Finance Manager advised on the status of projects. (35%).

Coordination of MBI PREP and Undergraduate programs. Interfaces with Office of Graduate Education and Postdoctoral Affairs and River Campus personnel regarding our applicants, accepted/rejected trainees, paperwork, etc. Assists Program Directors with planning annual PREP Symposia and other events. Works with undergraduate faculty coordinator to maintain student enrollment spreadsheets. Plans undergraduate events and sends correspondence as requested. Additionally, plans and attends commencement for undergraduate students. Attends meetings as appropriate. (15%)

Prepares postdoctoral appointment and reappointment paperwork. Works closely with faculty during the advertisement and selection process. Interfaces with the Office of Graduate Education and Postdoctoral Affairs. Prepares visa paperwork, working directly with incoming trainees, and consults as needed with the International Services Office. Maintains communication with postdocs to reappoint annually and renews visa applications as needed. (10%)

Set up accounts in URGEMS using ORPA’s Notice of Award. Review NOA for accuracy based on sponsored award letter, and contact ORPA and ORACS with corrections. Review and manage data in URGEMS from various payment mechanisms for numerous accounts, double-checking appropriateness of expenditures and FAO and spend category designations. File source documentation and retrieve documents for account reconciliation. Train departmental personnel in procedural and policy matters relating to purchasing, finance, audit, general account/award and spend category use, and various practices for the proper management of accounts. Archive non-grant accounts and fully closed grants on an annual basis. (10%).

Liaise with ORPA, ORACS, Accounts Payable, Purchasing, HR, Auditing, and other service departments, as well as funding agencies. Meet with research faculty and laboratory personnel to review departmental policies and procedures for the management of sponsored research funds and other institutional accounts, including subcontracts to other institutions. Review for allowability, allocability, and reasonableness of expenditures on sponsored research and institutional accounts prior to purchase approval, and in accordance with sponsor and institutional policies. Advise and assist departmental personnel with purchasing procedures, and prepare and process payment-related forms, requisitions, journal entries, etc. Process subcontract invoices and ensure billing is current. Drafts annual Cost Sharing Certifications for review. (10%).

Manage the equipment and physical property inventory in departmental and institutional databases. Assist faculty with the purchase of equipment or computing devices to ensure appropriate coding. Ensure compliance of institutional and sponsor policies for the management of inventory, including the selling, transfer, or disposition of equipment. Maintain database, prepare reports, and participate in audits and survey completion. Monitor yearly equipment maintenance contracts and other blanket purchase orders, ensure appropriate FAO’s are charged at agreed upon distributions and renewals are submitted to Purchasing in a timely manner. (10%)

Attend post-award related user groups and administrative meetings, such as URGEMS user group, and Research Administration and Research Accounting (RARA) meetings. Participate in special purpose meetings, such as audits, meetings with central administrative departments, etc. Attend CLASP certification training program and maintain certification. (5%)

Other Miscellaneous Tasks as Assigned. (5%)


  • Bachelor’s degree in Accounting, Business Administration or related field and 1 year of professional accounting experience; or an equivalent combination of education and experience.

  • 3-5 years of relevant administrative experience, or an equivalent combination of education, experience and training preferred.

  • Knowledge of Microsoft Office, University of Rochester policies and procedures, and procedures, UR Financials, HRMS, and URGEMS preferred.

  • Must be CLASP certified at the time of hire or as soon as possible after hire date.

  • Knowledge of accounting cost principles, computing skills and demonstrated proficiency in an administrative office setting.

  • Excellent organizational and interpersonal skills and attention to detail.

  • Strong ability to quickly learn new systems, processes, and workflows.

  • Must be able to work both independently with self-direction and with a team

  • Ability to handle multiple tasks and requests with varying deadlines is essential.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled