Budget/Accounting Analyst

This position is responsible for approving and processing requisitions in Oracle by verifying appropriate accounting. They are also responsible for invoice research, training and assisting managers with Oracle procedures and processes, as well as entering invoices into the AiM work order system. This position is responsible for coordinating and completing property claim reporting monthly, and other ad-hoc reporting requests.

About the Work Unit:

Facilities provides support for all construction, renovation, and routine maintenance of University space and facilities; housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space; grounds care for 330 acres that are a registered arboretum; turf care for athletic fields; and utilities for the University Central and the Medical Center. 

Facilities annual budget exceeds $100 million in operating expenses and includes over 400 employees.  This branch 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 department, specifically regarding the areas of Finance, Employee Relations, Systems, Contracts and General Administration.    

Duties and Responsibilities:

Financial Unit Management (FUM)

• Review and approve financial transactions, with high attention to detail for VU Maintenance and Operations in the Oracle Cloud system, including procurement requisitions, travel and entertainment expense reports, and procurement card expense reports
• Review payment status on invoices and ensure vendors are billing and paid timely
• Assist managers with various needs within Oracle - requisition processing, new vendor setup, etc.
• Ensure invoices are submitted with proper documentation, adhere to contractual terms, and are valid for payment
• Invoice data entry into AiM (VU Maintenance and Operations’ work order system) to assist with tracking building cost
• Assist managers with service agreement renewals by collecting quotes, working with Procurement on potential contract documents, and submitting to admin staff for purchase order initiation

Accounting and Reporting

• Prepare and upload various journal entry monthly
• Collect, organize, and track property claims information from various stakeholders and submitting charges in a timely and accurate manner
• Quarterly analysis and review of purchase order close-out as well as tracking service agreement invoicing process throughout the year
• Data entry and processing of utility bills as well as working with various utility companies regarding billing and account maintenance
• Provide monthly budget to managers and assist with questions regarding various budget items or anomalies

Other Duties as Assigned

• Manage projects requiring advanced analytical skills coupled with polished communication and presentation skills
• Ability to utilize Access and Excel to pull together various pieces of information for budgeting, forecasting, and dashboard reporting
• Assist with completing the dashboard report each month
• Assist in various ad-hoc reporting requests

Supervisory Relationships:

This position does not have supervisory responsibility; this position reports administratively and functionally to the Senior Financial Unit Manager.

Education and Certifications:

• Bachelor’s degree necessary, preferably Business degree

Qualifications:

• Undergraduate degree – preferably a business degree
• At least five (5) years financial/accounting experience
• Computer proficiencies – Microsoft Windows, work order management system (preferable)
• Other skills – data analysis, research, customer service, training, critical thinking
• Meticulous attention to detail and organization
• Excellent verbal and written communication skills
• Thorough working knowledge of Microsoft Office suite
• Willingness to evolve and make changes to better suit the value of Vanderbilt
• Ability to take initiative, multi-task and work well under pressure
• Comfortable operating in a challenging business environment
• Ability to work alone as well as work well with others
• Honest, with the high personal and professional integrity, and maturity to handle confidential information
• Excels working in a fast-paced, demanding environment
• Comfortable navigating business and information technology systems and platforms
• Resourceful and resilient

Salary : $20 - $125