Manager, Asset Coordination chez University of Chicago

Department

OPS Operations, Strategy, and Finance - Supply Chain Management

About the Department

The Office of the Vice President for Operations supports the highest ambitions of the University’s teaching and learning, research, and engagement goals with the mandate to oversee enabling infrastructure of the University including the built environment, technology, and human resources organizations. In support of faculty, students, and staff, the Office of the Vice President for Operations prioritizes an exceptional level of service and delivery of robust business practices that steward the University’s infrastructure resources efficiently and contributes to the long-range planning and culture of the University.

Job Summary

This role supervises a team of support staff responsible for accounts payable/receivable transactions. Supervises the staff who pay vendor invoices, receive and post customer payments on a timely basis, maintain and reconcile accounts payable/receivable ledger accounts, financial statements and reports. Ensures that transaction entry verification procedures are followed.

Responsibilities

• Oversees and processes requisitions and purchase orders for the procurement of goods, services, and supplies.
• Prepares and reviews documentation for large-dollar and complex purchase requests.
• Ensures compliance with procurement policies and transaction verification procedures.
• Performs final commitment on purchases under established guidelines.
• Maintains vendor relationships, including contract creation, updates, and review of purchase orders.
• Processes invoice payments and post customer payments in a timely and accurate manner.
• Performs a range of accounts payable and receivable tasks, including error correction and routine analyses.
• Responds to and resolves AP/AR inquiries, including vendor and customer payment issues.
• Monitors and analyzes payables data, identifying and correcting discrepancies as needed.
• Manages year-end procurement processes, including closing open POs and budgetary adjustments.
• Leads and resolves purchase order–related issues across Operations.
• Validates, corrects, and updates accounting entries related to new and existing POs.
• Collaborates on the development and rollout of new purchasing and accounts payable processes and systems.
• Tracks workflow requests and communicates as needed with approvers in the purchasing system (Oracle).
• Performs a variety of accounts receivable/payable related activities which requires functional knowledge of invoice processing procedures.
• Responds to and researches accounts receivable/payable inquiries including payments to vendors and reimbursements to individuals with a limited degree of supervision.
• Collects, interprets, and performs some routine analyses of payables data. May act as an informal resource to associates with less experience.
• Reviews invoice payment reports and creates appropriate payables transactions to correct errors, with skills learned through considerable on-the-job experience.
• Supervises accounts payable processes and reviews work related to verifying invoices, computing discounts, coding expenses, preparing vouchers, and issuing checks for payment.
• Supervises the day-to-day payments and receipts of bills, as well as the maintenance of accounts payable and receivable ledgers.
• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.

Work Experience:

Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.

Certifications:

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Preferred Qualifications

Education:

• Bachelor’s degree in a related field.

Technical Skills or Knowledge:

• Strong computer skills.
• Proficient in Office 365 Suite, Oracle Suite, and University financial applications.

Preferred Competencies

• Procurement Knowledge - in-depth understanding of purchasing processes, contract management, and procurement policies.
• Financial Acumen - proficiency in accounts payable/receivable processes and financial transaction recording.
• Analytical Ability - capacity to review and analyze financial and procurement data, identifying errors and trends.
• Organizational Skills - manage multiple projects and transactions simultaneously with strong attention to detail.
• Communication - excellent verbal and written communication skills for working with vendors, team members, and stakeholders.
• Problem-solving - demonstrated skill in identifying issues and implementing effective solutions.
• Possess team management skills and leadership skills.
• Maintain good attendance.

Working Conditions

• May be required to work evenings and weekends, as needed.
• Office environment.
• Bend, crouch, or stoop.
• Sit, stand, and/or use computers extensively.
• Make repetitive wrist, hand, or finger movements.

Application Documents

• Resume/CV (required)

Job Family

Financial Management

Role Impact

People Manager

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

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FLSA Status

Exempt

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Pay Range

$81,000.00 - $103,000.00

The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

 

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

 

All offers of employment are contingent upon a background check that includes a review of conviction history.  A conviction does not automatically preclude University employment.  Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

 

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: http://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.

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