Department:

SOM Wichita Pediatrics

-----

Pediatrics Staff

Position Title:

Accounting Assistant - Pediatrics

Job Family Group:

Professional Staff

Job Description Summary:

The Department of Pediatrics at KU School of Medicine-Wichita (KUSM-W) is seeking an Accounting Assistant. This position will serve as accounting and administrative support in the Division of Finance & Administration and will operate as the central point of contact for all accounts payable and expense reimbursement for the department. They will be responsible for ensuring adequate budget exists, the expense/purchase is appropriate for the source of funding, entering the transaction in the KUMC and departmental systems, placing orders with vendors, and ensuring vendor invoices are paid in a timely manner. They will be the primary contact with vendors and purchasing sources. This position will also be responsible for processing travel and expense reimbursement for the department’s staff and faculty members. This position has direct interaction with faculty, staff, and external entities and must possess excellent communication skills. This position is an administrative position (data entry) which requires the knowledge of accounting/finance principles and fund accounting. This position is a full-time and in-person position.

Job Description:

Job Duties:

Purchasing

• Manages all orders, deliveries, and payments to vendors
• Utilizes the Business Procurement Card (BPC) to purchase supplies and equipment as needed and follows all BPC policies and guidelines
• Coordinates and processes all purchases
• Determines the availability of budget and appropriateness of all purchases
• Determines approvals for special purchases (software, equipment, etc.)
• Coordinates with vendors as needed to establish them within the university Workday system and requests W-9 forms as needed
• Determines whether to utilize Purchase Order or BPC; must be fully familiar with both processes within Workday and departmental databases
• Manages and organizes associated documentation for each purchase until the order is closed
• Maintains complete set of financial records for all department expenditures including state, KU Endowment (KUEA), and grant budgets to correctly encumber funds
• Performs accounts payable duties including preparation of Check Requests and Purchase Orders for departmental expenses

Travel

• Manages faculty travel reimbursements in an accurate and timely manner
• Enters Spend Authorization in Workday prior to travel when appropriate
• Processes Expenses Reports efficiently, obtaining all necessary documentation to ensure timely reimbursement
• Determines if all department travel policies and procedures have been followed based on regulations of the State of Kansas, KUMC Research Institute, and KUEA

Financial Reporting

• Reconciles monthly reports for state, KUEA, and grant funds monthly, assuring all postings are accurate
• Provides monthly reconciled financial reports to the Director of Finance & Administration
• Provides information on accounts as requested by the Director of Finance & Administration
• Provides quarterly reports on grant funding status to the Primary Investigator(s)
• Prepares grant fiscal reports as required by the funders’ policy and timeline

Department Support

• Follows accepted KUSM-W accounting best practices for the department
• Serves as backup when needed to assist with any department administrative needs as they arise
• Assists the Director of Finance & Administration as requested

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Work Environment:

• This is a full-time position.
• This position is on site, located at Wesley Medical Arts Tower.

Required Qualifications:

Work Experience:

• Six years of experience in accounting or finance. Relevant education can substitute for experience on a year-for-year basis.
• Accounts payable related experience.
• Experience with Microsoft Office, including Word, Excel, PowerPoint, and Outlook, as well as online computer systems.

Preferred Qualifications:

Education: Bachelor’s degree in accounting, finance, business administration or related field.

Work Experience:

• Experience in healthcare and/or an academic setting.
• Experience with grant related financial activities/transactions.
• Experience with handling travel-related reimbursements.
• Experience with Workday.

Skills:

• Attention to detail
• Accuracy
• Time management
• Multi-tasking
• Problem solving
• Organization
• Initiative
• Communication
• Customer service
• Teamwork

Required Documents:

• Resume/CV
• Cover Letter

Comprehensive Benefits Package:

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above.

Pay Range:

$24.71 - $35.82

Minimum

$24.71

Midpoint

$30.29

Maximum

$35.82