at University of Chicago in Chicago, Illinois, United States
Job Description
DepartmentF&A FIN - Procure-to-Pay Shared Services
About the Department
Payment Services partners with the campus community to ensure that all University payment functions adhere to University policies, IRS regulations, and generally accepted standards. Payment Services works with our customers to properly onboard suppliers/payees and process all payments in a timely manner to meet customer (supplier, faculty, and staff) needs and expectations in the areas of supplier/payee payments and employee expense reimbursements.
Job Summary
Reporting to the Procure-to-Pay Director, the Employee Expense and Cost Corrections Supervisor is responsible for administrating and overseeing the University's employee expense and cost corrections programs. This position requires excellent customer service and relationship building skills. The Employee Expense and Cost Corrections Supervisor is responsible for ensuring compliance with all appropriate University, Federal, and State policies and regulations. The ideal candidate will be a proactive worker with the ability to anticipate issues and provide guidance on solving problems.
Responsibilities
- Manages team responsible for compiling information, ensuring accuracy and compliance with University policies and IRS regulations, and entry of data into the University employee expense system.
- Manages team responsible for providing appropriate guidance to campus and external clients regarding requested transactional corrections to invoices and other accounts payable transactions; ensures any requested changes are properly approved, prepared, reviewed, and recorded according to institutional policies and procedures.
- Provides guidance and coordinates with campus clients on all aspects of employee expenses and cost corrections.
- Provides analysis and reports pertaining to the employee expense and cost correction programs, including reports created by the GEMS Delegate team and reporting breakdown of campus-wide cost corrections.
- Hires, trains, evaluates, leads, and develops the activities of employees who perform expense program management and cost correction roles for the Procure-to-Pay Shared Services organization.
- Supports the Procure-to-Pay Shared Services Director in identifying and implementing opportunities for continuous improvements in processes, systems, and procedures.
- Ensures service is delivered with a strong focus on customer satisfaction and in accordance with SLAs.
- Develops and maintains effective relationships with key stakeholders on campus as well as external constituents.
- Conducts periodic compliance audits and resolves any issues raised by internal and external stakeholders.
- Supervises the day-to-day payments and receipts of bills, as well as the maintenance of accounts payable and receivable ledgers.
- Recommends the amount of working capital necessary to finance accounts payable and/or receivable operations.
- Performs other related work as needed.
Minimum Qualifications
Education:
Minimum requirements include a college or university degree in related field or an equivalent combination of education and experience.
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Work Experience:
Minimum requirements include knowledge and skills developed through 5-7 years of work experience in a related job discipline.
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Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree, preferably in business administration.
Experience:
- Customer service experience.
- Related business experience with strong emphasis on expense management.
- Background in a not-for-profit higher education institution.
Technical Skills or Knowledge:
- Familiarity with administrative processes, procedures, and systems within a university setting.
- Demonstrated ability to use analytical techniques to reconcile financial data and review and process financial documents.
- Prior experience as a functional user with an ERP system, preferably Oracle Fusion.
- Prior experience working in Concur.
- Intermediate to advanced proficiency in the use of Excel (vlookup, pivot tables, etc) and other database softwares (i.e. Cognos, Tableau, Oracle, etc.).
- Strong personal computer skills, including Microsoft Office Suite and Outlook.
Preferred Competencies
- Demonstrated history of balancing multiple priorities and projects simultaneously with the ability to adapt to the changing needs of the business with a focus on meeting milestones and deadlines.
- Demonstrated success in project leadership roles managing competing priorities and building a positive, growth-oriented, team-based environment.
- Enforce policies and continuously focus on process improvement.
- Excellent organizational skills with emphasis on detail and follow-through.
- Project management and proven problem-solving and analytical skills.
- Participate as a team player and positively influence group activity.
- Openness to change, adapts, and works effectively in a variety of situations, individuals or groups.
- Maintain strictest confidentiality when working with sensitive information.
- Exceptional communication skills to create an atmosphere in which information flows smoothly through the organization in a timely manner.
- Develop opportunities and cross-training throughout the Procure-to-Pay department.
- Excellent listening skills with the ability to empathize and focus on client service.
- Work with minimal supervision.
- Engagement - foster relationships by hearing, recognizing, and valuing others.
- Communication - open to receiving ideas from diverse viewpoints and communicate messages so that they are universally understood.
- Productivity - generate results that move the University of Chicago toward achieving its goals.
- Accountability - clear sense of ownership and take personal responsibility for actions.
- Adaptability - respond to changes willingly and recognize when to adjust based on the situation.
Application Documents
- Resume/CV (required)
- Cover Letter (required)
- References Contact Information (3)(required)
When applying, the document(s) MUSTbe uploaded via the My Experience page, in the section titled Application Documents of the application.
Job Family
Financial Management
Role Impact
People Manager
FLSA Status
Exempt
Pay Frequency
Monthly
Scheduled Weekly Hours
37.5
Benefits Eligible
Yes
Drug Test Required
No
Health Screen Required
No
Motor Vehicle Record Inquiry Required
No
Posting Statement
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, national or ethnic origin, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:http://securityreport.uchicago.edu.Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
