Financial Coordinator - College of Optometry

Salary range: $18.32 – $23.51, commensurate with experience and education.

About the role

The College of Optometry is seeking a Financial Coordinator (Level 1 or Level 2) to coordinate the financial operations of a large, complex unit encompassing multiple departments and clinics. This role ensures accurate financial record-keeping, compliance with university policies, and efficient financial operations.

Responsibilities

• Oversee and schedule duties for clerical financial support personnel and/or student workers.
• Maintain and reconcile financial accounts; monitor revenues and expenditures.
• Coordinate the cash handling function, including petty cash, gift transmittals, and travel reimbursements.
• Compile recurring and ad hoc financial reports for management and faculty; assist with budget cycles and advise on account status.
• Update and maintain an internal accounting system that interfaces with the Financial Reporting System (FRS).
• Oversee preparation of vouchers, requisitions, SCRs, and travel documents; ensure proper filing and data entry.
• Train staff in the preparation of financial documents in compliance with university and college/division policies.
• Research and correct reconciliation discrepancies using reallocations and journal vouchers.
• Serve as liaison to the Office of Grants and Contracts regarding financial issues.
• Participate in the annual budget development process.
• May coordinate and maintain the payroll function for the unit; may serve as property custodian.

Procurement and Vendor Management

• Serve as the procurement coordinator and P-card holder for the college.
• Manage procurement card expenses and submit final expense reports in PeopleSoft Finance.
• Purchase office, teaching, lab, and research supplies, as well as equipment for departments and clinics.
• Utilize proper procurement methods: spot purchases, informal and formal solicitations, sole source, and buy boards.
• Register vendors and new employees in PaymentWorks as part of the onboarding process.
• Prepare vouchers to reimburse UH employees, create requisitions for equipment and maintenance contracts, goods and service contracts, pay invoices, and monitor payment status.
• Process contracts and maintain a contract log.
• Serve as liaison to UH Purchasing and Accounts Payable departments.

Cash/Check/Credit Card Payments Handling

• Perform cash handling functions and process cash, check, and Gift Transmittal deposits.
• Process daily cash, credit card, CareCredit, electronic fund transfers (ACH), and patient refunds for the clinics.
• Process student application fees, tuition deposits, and other non-clinic deposits.
• Maintain accurate and up-to-date deposit logs for real-time deposit information.
• Create and submit invoices for revenue contracts.
• Prepare journals for ACH and credit card payments.
• Prepare Foundation Payment Request Forms for foundation-related transactions.

Financial Reporting and Accounting Corrections

• Update and maintain the college’s internal financial systems for tracking, posting, reporting, and reconciliation.
• Ensure proper filing of financial transaction documents and data entry of related financial information.
• Collaborate with Department Business Administrators to resolve reconciliation discrepancies related to expense allocations and account codes.
• Process correction journals and vouchers.
• Prepare ad hoc expenditure reports as requested.

Requirements

• High school diploma or GED.
• Basic knowledge of grammar, spelling, punctuation, and simple mathematical functions (percentages, ratios, etc.).
• For Level 1: minimum of three (3) years of directly job-related experience.
• For Level 2: minimum of five (5) years of directly job-related experience.

Preferred Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field.
• Experience in higher education financial operations.
• Experience with enterprise financial systems (e.g., PeopleSoft or similar ERP).
• Proficiency in Microsoft Excel.
• Experience with purchasing, travel, accounts payables, cash handling, or financial document preparation (vouchers, requisitions, journals).