Financial Operations and Fund Administrator, Office of Graduate Medical Education

Position Title Financial Operations and Fund Administrator, Office of Graduate Medical Education

The Office of Graduate Medical Education at Jacobs School of Medicine and Biomedical Sciences at the University at Buffalo (UB) is seeking a Financial Operations and Fund Administrator
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The Financial Operations and Fund Administrator is responsible for the administration, financial oversight, reconciliation, reporting, and payment processing of resident and fellow reimbursement programs. This position serves as the primary operational liaison between residents and fellows, program directors, the Graduate Medical Education Office, the Jacobs School Dean’s Office, and the University at Buffalo Foundation (UBF).

The incumbent ensures compliance with collective bargaining agreements, institutional policies, and established standard operating procedures while maintaining accurate financial records, creating operational and financial reports, monitoring fund balances, processing reimbursements, and coordinating account replenishment activities. Approximately 80% of the role focuses on reimbursement administration, financial reporting, reconciliation, fund management, and payment processing.

• Review reimbursement applications for completeness, accuracy, required approvals, policy compliance, and supporting documentation.
• Communicate with residents, fellows, and program administrators regarding application status, required corrections, and eligibility requirements.
• Maintain reimbursement tracking databases and records.
• Process approved reimbursement requests and prepare submission files for Accounts Payable.
• Monitor reimbursement turnaround times to ensure compliance with contractual and institutional requirements.
• Maintain audit-ready documentation and electronic records.

• Develop and maintain recurring financial reports for reimbursement programs and fund activity.
• Produce monthly, quarterly, and annual expenditure reports.
• Analyze reimbursement trends, utilization rates, and available fund balances.
• Create ad hoc reports for GME leadership, the Dean’s Office, and other stakeholders.
• Track participant reimbursement limits and identify compliance concerns.
• Develop dashboards and reporting tools to improve operational efficiency.

• Perform regular reconciliations between reimbursement tracking files and fund activity reports.
• Export and analyze financial data from institutional reporting systems.
• Utilize pivot tables and other analytical tools to validate transactions.
• Investigate discrepancies and coordinate corrections as needed.
• Verify that approved payments are successfully posted to the appropriate funds.
• Assist with monthly and year-end financial reconciliation activities.

• Monitor balances within multiple reimbursement funds.
• Prepare reimbursement files for submission to Accounts Payable.
• Track payment processing and ensure successful disbursement of funds.
• Monitor fund activity and identify replenishment needs.
• Coordinate with the Dean’s Office and UBF regarding fund transfers and replenishment requests.
• Maintain accuracy of account coding and fund allocations.

• Coordinate vendor setup and ACH enrollment activities.
• Maintain banking and payment information in accordance with institutional security requirements.
• Prepare and submit EFT enrollment documentation.
• Work with Accounts Payable to resolve vendor payment issues.
• Ensure proper onboarding of new residents and fellows into payment systems.
• Other duties as…