Expense Management Specialist

8713BR

University Advancement

Advancement Services and Administration

Job Summary

The Expense Management Specialist is responsible for organizing complex travel and expenditure transactions, including transactions for university senior administrators in University Advancement. This position is responsible for enforcing divisional and university financial policies, examining expense reports, and analyzing financial data for budgeting. Additionally, the function includes coordinating procurement requests, executing purchases, and supervising purchase orders and invoicing. Other vital responsibilities include staying current on the Controller's office processes and organizing divisional property inventory.

Job Responsibilities

• Coordinates complex travel and expense transactions and reports involving multiple internal and external stakeholders, international travel, etc. and without consultation, independently investigates policy compliance.
• Coordinates travel and expense arrangements for university senior leaders. Develops and maintains complex travel plans and itineraries involving lengthy trips that are domestic and/or international to coordinate with financial transactions.
• Develop relationships with campus partners to ensure financial compliance and customer service to internal stakeholders.
• Develop and enforce division travel and associated financial policies.
• Enforce university policies in relation to travel, expense and financial transactions.
• Prepare and review expense reports for compliance with RIT's travel and discretionary spending policies, adjust reimbursements when necessary and follow up with the employee and/or department with requests for additional information. Communicate directly with traveler/employee to resolve any reimbursement or policy issues.
• Compile, organize, and reviews financial and statistical data to assist in the development of budget. Develops spreadsheets to facilitate data analysis, reviews spending patterns or projected expense needs, makes recommendations on budget allocations, planning, and new budget builds.
• Review requests for procurement policy adherence and propose alternative solutions in instances where the request is out of compliance.
• Make procurement card purchases for division needs.
• Manage purchase orders, expense authorizations, invoice receipts, and invoice payments. Initiate change orders to purchase orders.
• Possess an in-depth understanding of the Controller's office processes affecting University Advancement, including the preparation of journal and budget entries, accounts payable (invoice payment forms, purchase orders, and travel expense reports), and procurement card transactions.
• Maintain and coordinate division property inventory including the donor catalog and promotional items.

Required Qualifications

Education/Experience

• Associates degree or equivalent experience.
• 3-5 years of experience with accounts payable or budgeting transactions.

Required Minimum Education Level

Associates or Equivalent Experience

Work Location

Hybrid — Remote/On-campus

Employment Category

Fulltime

Required Application Documents

Cover Letter, Curriculum Vitae or Resume, List of References

What do we believe at RIT?

Rochester Institute of Technology is a diverse and collaborative community of engaged, socially conscious, and intellectually curious minds. Through creativity and innovation, and an intentional blending of technology, the arts and design, we provide exceptional individuals with a wide range of academic opportunities, including a leading research program and an internationally recognized education for deaf and hard-of-hearing students. We are dedicated to building a diverse community, one where employees feel a sense of belonging, and are valued for their contributions and the perspectives they bring.

As a member of the RIT community, you'll receive a comprehensive employee benefits package that offers multiple options and access to additional employment advantages. You can tailor your benefit elections to meet your needs (affordable medical/dental/vision benefits; paid vacation/sick time/retirement saving plan with exceptional employer match; and tuition assistance for you and your family, to name a few).

Department/College Description

At Rochester Institute of Technology, our mission is to shape the future and improve the world through creativity and innovation. As an engaged, intellectually curious, diverse and socially conscious community, we leverage the power of technology, the arts, and design for the greater good. In the Division of University Advancement at RIT, we are dedicated to advancing this mission by fostering deep and meaningful connections with alumni, parents, friends, and organizations with the goal of increasing the resources available to the university through greater volunteer engagement and increased philanthropic support. As Advancement professionals, we seek support from a variety of investors to ensure a life-transforming RIT education is accessible to the talented students who seek to join us.
RIT’s Division of University Advancement (UADV) is committed to diversity, equity and inclusion. We believe the power of diversity enriches all of us by exposing us to a range of ways to understand and engage with each other, our constituents and our broader communities. We are dedicated to developing and implementing best practices to promote even greater diversity through our employee retention and hiring, accessibility, marketing materials, constituent engagement and in pursuit of our philanthropic goals.

How To Apply

In order to be considered for this position, you must apply for it at: http://careers.rit.edu/staff . Click the link for search openings and in the keyword search field, enter the title of the position or the BR number

Additional Details

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT does not discriminate. RIT promotes and values diversity, pluralism and inclusion in the work place. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law. If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [email protected]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.