University of Rochester Accounts Coordinator in Rochester, New York


Full Time 40 hours Grade 051 Institute for Innovative Educ


Position Summary:

The Accounts Coordinator will work with minimal direction and considerable latitude for independent judgement in performing accounting functions in support of the Institution for Innovative Education’s (IIE) mission. This person will provide financial coordination for all programs and services offered by the IIE, including continuing education certification, conferences, simulation and standardized patient education programs, and other internal events sponsored by the IIE. In conducting departmental business matters, the Coordinator will have frequent contact with conference course directors, and faculty members in and outside the University. This person will interact with many types of vendors, the public, commercial sponsors, and administrative and clerical staff across the medical center and the University.


This individual will be responsible for developing and overseeing financial accounting systems for the department. This includes processing payments, income and refunds for programs and services (Cash, check, credit card, internal requisition); establishing and overseeing billing procedures for each division; tracking of income and expenses (budgeting and ledger justification); financial forecasting, researching and preparing program budgets, financial summaries and invoices; and completing ledger analysis of over 50 program accounts.

Department Budget/Finance Management:

  • Complete monthly budget ledger analysis for IIE accounts; maintain monthly spreadsheets and prepare monthly financial status report for educational programming accounts and other departmental accounts; use judgement as to whether or not ledger account balances are accurate; offer recommendations on balancing accounts with the ledgers.
  • Assist with annual budget preparation; provide budget analysis and income/expense forecasts for various programs and accounts as requested.
  • Review and make recommendations regarding department finance procedures, budgets and fee structures. Oversee and ensure compliance with finance/billing procedures across all divisions.
  • Establish and adjust fees for services as required; invoice, process, and track payments for programs and services.
  • Prepare annual and quarterly accreditation reports for ACCME, AMA, CBR, and other agencies.
  • Crosstrain and carry out other duties in support of educational programming within the department.

Program Budget Preparation and Reconciliation:

  • Prepare conference/event-related budgets to include commercial support, grants, projected expenses, and projected revenues.
  • Prepare financial summaries for activities coordinated by the IIE. Run income summaries, check all expenses against the ledger, analyze data, research discrepancies.
  • Submit financial summary and invoice to faculty activity director following course completion.
  • Develop, implement and maintain systems for tracking financial summaries; utilizing various software programs: Cvent/CME Tracker/EMS, as well as systems for evaluating staff costs vs. staff charges for administering conferences. Assist with incorporating this information into individual conference budgets and fee schedules.

Transaction Management:

  • Process all cash, check, UR requisition, and credit card transactions within the department, including conference registration payments.
  • Responsible for collecting and tracking collection of all fees, charges, and dues, including registration income; depositing income into the correct program operating account; and making participants as paid in event management system. Establish and implement procedures for collection of delinquent fees and charges. Prepare detailed financial reports.


College graduation or an equivalent combination of experience and training. 1 year of relevant administrative experience. Prefer Bachelor’s degree in Business Administration, Accounting, Finance or related discipline, plus 2-3 years of administrative and financial experience, or equivalent combination of education and experience. Advanced computer skills, including MS Word, Excel and various cloud-based software systems. Excellent organizational skills, with strong attention to detail.

Excellent interpersonal and communication skills, with demonstrated ability to work as part of a team with diverse populations; mature judgement and a strong focus on customer service.

Experience with University ledgers, accounts and financial spreadsheets and software is preferred.

EOE Minorities/Females/Protected Veterans/Disabled

Job Title: Accounts Coordinator

Location: School of Medicine & Dentistry

Job ID: 202095

Regular/Temporary: Regular

Full/Part Time: Full-Time