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Finance Associate

Company: University of Virginia
Location: Charlottesville
Posted on: June 4, 2021

Job Description:

The Department of Orthopaedic Surgery, University of Virginia School of Medicine, seek applicants for a Finance Associate to join its administrative team.

The successful candidate will be responsible for reporting & analysis, purchasing and accounts payable, labor distribution and budgeting, accounts receivable, and administrative support.


Reporting & Analysis:

  • Uses Recon@ to reconcile GM, and runs monthly reports for GL account reconciliation within 3 days of availability. Verifies that GL and GM are in sync for each project & award. Reconciles documentation to monthly GM and GL reports following all of the prescribed financial and auditing procedures within the mandated timeframe. Verifies that data entry, coding, and documentation are correct for each project transaction.
  • Requests copies of missing documentation. Investigates and resolves outstanding transactions that have not paid after 30 days.
  • Monitors approver's signature for each project reconciliation as verification of reconciliation accuracy and completeness, and sends reminders as needed. Provides training for new faculty as needed.
  • Insures that all reports are maintained for audit purposes.
  • Runs ad hoc reports for budget preparation and analysis. Ensures deficits do not occur by checking funding availability.
  • Monitor suspense accounts each month, and take action as needed

Purchasing & Accounts Payable:

  • Coordinates major purchases for the department including obtaining vendor quotes, selection, and completion of purchase requisitions.
  • Assures that all goods ordered have been received in good condition upon receipt of signed receiving report. Matches invoices to purchase orders and receivers from encumbrance files. Investigates discrepancies by contacting the requestor, vendor, Procurement and other UVA departments as needed.
  • Completes cost transfers as needed. Runs problem reports and resolves outstanding items.
  • Reviews, balances, and codes expenses on payment vouchers, LPOs, travel reimbursements and purchase orders. Assigns the most appropriate expenditure type for each transaction with the correct Project, Task, and Award to minimize cost transfers. Keys departmental payment vouchers into Oracle.
  • Verifies direct billings from other UVA departments. Requests credit for charges identified as non-departmental.
  • Educates staff on UVA and UPG policies and procedures, serving as the department's subject matter expert on purchasing and A/P.
  • Monitors fellow, resident & faculty travel to ensure expenses do not exceed travel allotment, and provides ad hoc reports as needed.

Labor Distribution & Budgeting:

  • Forecasts overtime and straight time payments and runs reports to reconcile payments in GM.
  • Edits LD schedules, and completes LD adjustments as needed.
  • Assists with HR budget for assigned projects each year.

Accounts Receivable & Administrative Support:

  • Prepares deposits for UVA and UPG. Updates check-log database.
  • Assists in writing, maintaining, and disseminating policy and procedure changes.
  • Coordinates record destruction and surplus.
  • Backs up billing for internal rate card used for clinical trials.


Education: Bachelor's degree in business or related field is required.

Experience: One to four years of experience in detail oriented financial work, general accounting, reconciliation, and purchasing is preferred. Prior experience with fund accounting and grant management is also preferred.


  • Working knowledge of fiscal operations
  • Ability to analyze, and present information
  • Excellent oral and written communication
  • Ability to work independently and as part of a team.
  • Proficiency in Microsoft Office

Anticipated Hiring Range: Commensurate with candidates experience and qualifications, with UVA benefits.


For questions about the position or the application process, please contact Margaret Weeks, Academic Recruiter.

Please apply through Workday, and search for "Finance Associate". Complete an application online and attach a cover letter and a CV/resume all into the resume submission field, multiple documents can be submitted in this one field. Internal applicants must apply through their UVA Workday profile. Incomplete applications will not be considered.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

Keywords: University of Virginia, Charlottesville , Finance Associate, Other , Charlottesville, Virginia

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