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Assistant Business Manager/Financial Processor

Apply now Job no: 496711
Work type: Staff
Location: Newark
Categories: Athletics, Full Time

Pay Grade: 27N

Context of the Job:

The Financial Processor (Assistant Business Manager) at the University of Delaware is a valued member within the University and Department of Intercollegiate Athletics and Recreation Services (DIARS), upholding and embracing the departmental mission of “Inspiring Greatness Together.”

The Financial Processor is primarily responsible for supporting business and operations functions.  These functions include, but are not limited to, accounting and payroll management, specialty payments, managing allocations, administrative duties and other tasks as assigned.  Additionally, the Financial Processor collaborates on team-wide initiatives including team meeting planning, project management and office administration.

The Financial Processor will be a collaborative team player who possesses superior attention to detail, strong organizational and communication skills, and can meet deadlines while addressing multiple requests. This position requires handling of confidential and sensitive information, files and policy related matters generated and housed in the Department of Intercollegiate Athletics and Recreation Services.

Major Responsibilities:

Process Financial Transactions:

  • Process journal vouchers and cash transmittals.
  • Process purchase order requisitions. 
  • Manage open purchase orders monthly and work with Procurement to make necessary updates.         
  • Process vendor and individual payment requests.
  • Process and approve recharge forms.
  • Verify, resolve, and provide supporting documentation for procurement related issues.
  • Interpret policies and regulations to ensure compliant transactions.
  • Resolve complex procurement and financial issues with both internal and external constituencies as required.
  • Process student and non-student billing.
  • Monitor cash advances.
  • Review Concur expense reimbursements, purchasing card and cash advance transactions for the department to ensure compliance with University policy.
  • Serve as a Purchasing Card Initial reviewer on assigned purchasing cardholders. Verify expenditures are reasonable and meet the policy and procedure for the University and Department.  Ensure supporting documentation and receipts are provided.  Maintain supporting documentation. Perform independent reviews (audits) for cardholders.
  • Maintain monthly expense report files for the department. Ensure supporting documentation and receipts are provided.
  • Perform account reconciliations.
  • Generate accurate and timely billings as required.

Specialty Payments (Officials, Adidas, Verizon):

  • Coordinate payment of intercollegiate competition officials with Game Operations staff. Verify number of games and hours worked. Gather necessary payment information. Submit payment to individual forms.
  • Coordinate payment of Adidas invoices with Equipment Room staff. Verify invoices with Sport Equipment Mangers. Pay invoices using purchasing card. Allocate payments using appropriate billing codes.
  • Work with Information Technology, act as the administrator for DIARS cell phone plan. Pay the monthly bill, turn on and off international service, order new phones, and import new lines.
  • The allocation of these responsibilities will be distributed between the two Assistant Business Managers at the discretion of the Assistant AD and Associate AD.

Bob Carpenter Center Accounting:

  • Manage accounts receivable process including invoicing, tracking, and depositing payments.
  • Process purchase order requisitions and vendor payments.
  • Review and allocate expense reimbursements and purchasing card transactions.
  • Maintain and organize supporting documentation for all activity.
  • Perform account reconciliations.
  • Process journal vouchers and cash transmittals.
  • This includes camps and all other outside rentals.
  • The allocation of these responsibilities will be distributed between the two Assistant Business Managers at the discretion of the Assistant AD and Associate AD.

Payroll Management:

  • Process payroll, hire, and onboard forms for misc. wage employees.
  • Perform other payroll tasks as assigned.
  • Prepare S-contracts for overtime payments and off-cycle checks.
  • Partner with Talent Management to provide support with HR functions as needed.
  • Performs timekeeper role in UD Time.

Manage and process UDeposit allocations:

  • Process UDeposit allocations with information obtained from the Revenue producers.
  • Determine appropriate coding for revenue transactions.
  • Work with banks and credit card companies to troubleshoot issues.
  • Manage the receivables process for assigned area.
  • Prepare bank deposits as needed.

Other:

  • Participate in Administrative Team (GLUE) meetings and share administrative responsibilities for the department (Supply ordering, mail, receiving, copier maintenance)
  • Assist Financial Analyst by gathering financial data and preparing reports as needed, including internal and external audits.
  • Research and respond to routine and non-routine inquiries.
  • Remain current and comply with all applicable University, CAA and NCAA rules and regulations.
  • Maintain annual records management in compliance with retention requirements.
  • Disseminate information to a variety of sources; verify content and dispense as appropriate.
  • Pro-actively follow up on requests outside of normal processes (i.e., rush check requests)
  • Participate in various meetings and projects as necessary to provide input related to business area.
  • Perform other duties as assigned.

Qualifications:

  • High School Diploma or GED and three to five years of related experience or equivalent combination of education and experience.
  • Excellent oral and written communication skills.
  • Strong time management skills.
  • Strong, proficient administrative and computer skills in a Windows environment including word processing, spreadsheet, and database management.
  • Proficiency in Microsoft Excel.
  • Strong business acumen.
  • Proficient administrative and organizational skills with high attention to detail and accuracy.
  • Ability to analyze and interpret financial and data control reports as well as University policies and procedures.
  • Ability to work independently and effectively in a fast-paced environment.
  • Ability to adjust to a changing environment.
  • Ability to set priorities, handle multiple tasks, and meet deadlines.
  • Ability to interact effectively with a wide range of constituents.
  • Ability to work well with co-workers in a team-oriented environment.
  • Ability to maintain confidentiality.
  • Experience with PeopleSoft preferred.
  • Accounting experience preferred.
  • Ability to use advanced techniques in spreadsheet and database software preferred.
  • Knowledge of University operating procedures preferred.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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